Anchoring Ideas in Your Presentation

April 9, 2015

How to get the points you make in a presentation to stick.

anchor2

All too often the points people make in their presentations are forgotten. They waft away like flotsam on the ocean waves. Seen but never remembered. To make them memorable you need to anchor them. Give your audience something to hold on to, make them more permanent and make them more memorable.

How do you anchor an important point or message?

There are a number of different ways to anchor a point, luckily the majority all start with the letter A (as in Anchor). You can use any of the following to anchor a point:

  • Anecdote
  • Analogy
  • Acronym
  • Article
  • Activity
  • Alliteration
  • Aid (Visual)

or

  • A Quotation

Let’s take each of these in turn so that I can explain in more detail.

Anecdote

A relevant anecdote or story is a great way to enliven a point and makes it far more memorable. People listen to stories using a different part of their brain than when listening to facts and figures. It can also help put the point you are making into perspective. Customer case studies and personal examples are a great way to gain buy in to your presentation and the points that you are making.

Analogy

When explaining a complex or abstract concept it can be useful to come up with a simple analogy. One that I use when discussing good presentation structure is the analogy that a good presentation is like a well designed motorway, (see here for the explanation http://ezinearticles.com/?Why-Is-An-Effective-Business-Presentation-Like-A-Motorway-(Or-A-Freeway-Or-Autobahn)?&id=1010032 )

Acronym

When you have a number of related points to make thinking up an acronym will make them more memorable. I use the acronym OSRAM, which stands for the 5 most important aspects of a presentation, Objective, Speaker, Room, Audience and Message. OSRAM is also the brand name for a make of light bulb, so by using OSRAM you can light up the room with your presentation.

Article

More commonly refer to as a prop; an article can be a great visual aid. Something the audience can see and feel. On my presentation training, I invariably have a light bulb as a prop to help reinforce my OSRAM acronym.

Activity

Confucius once said, “I hear – I forget, I see – I remember, I do – I understand”. By having an activity which the audience can participate in, that is relevant to your point, your audience will not only remember it for longer, they will also gain a better understanding. When a practical activity is impractical due to the size of your audience or nature of your talk, come up with an activity they can do in their heads. Make your audience think, rather than just sitting listening.

Alliteration

Alliterations work in a similar way to acronyms. The make it easier for people to remember. For example the key to a good presentation is preparation, practice and performance.

Aid (Visual)

Okay so I’m starting to cheat on the rule that Anchors always starting with an “A”. However a good visual aid will help make your point and make it more memorable. Now, I’m not referring to a slide full of bullet point text here, rather a high quality image which will implant a strong mental image, relevant to your topic, in the minds of your audience.

A Quotation

Finally, a quotation can be used to anchor what you are saying. It adds weight to your argument because it is no longer just you who is saying it but some other respected individual has said the same thing.

No doubt there are other ways in which you can anchor the points that you make. Let me know of any you have used.

anchor

The most important thing to take away is that if you want your presentation to remain in the conscious thoughts of your audience, you need to anchor the points that you make, otherwise the will quickly drift away over the horizon, to be lost for ever.


Never let an audience get ahead of you

January 27, 2015

Letting the audience get ahead of you is one of the most common ways of killing a good presentation.

Once your audience know what you are going to say next, or even just think that they know what you are going to say next, there is a strong tendency for them to switch off and start thinking about other things. They will get bored waiting for you to say it and get on to the next point.

But how can an audience get ahead of you?

There are many ways for an audience can get ahead of you, if you let them. One of the most common ways is when you put up a slide with several bullet points on it and start working your way down the list. Before you are even through the first sentence describing the first bullet point, your audience will have read the slide. If the bullets are self explanatory, then they will get ahead of you. They will have caught the gist of what you are going to say and then have to wait for you to say it. While they are waiting, their minds will wander and you will have to work much harder to recapture their attention.

Using the line by line reveal facility in PowerPoint, will reduce the scale of the problem but still does not cure it. If you bring up the bullet point first and then start talking about it, you have still let the audience get ahead of you, and you will be telling them “old news”, as they have already read the headline. If you have to use bullet points, bring them up after you have talked about the topic to reinforce what it is you have said. Better still uses some pictures or even some physical props to help get your message across and leave the bullet points on your speaker notes.

Of course, handing out printed copies of the whole presentation before the event is another classic way of allowing the audience to get ahead of you. Have you ever looked at the audience during the first key note speech at a conference? Most of them will still be scanning through the handouts working out which presentations they think will be worth listening to, not paying the slightest attention to what the key note speaker is saying.

In the same vain, putting up an agenda slide at the start of a presentation is another way for your audience to “get ahead”. I know it is fairly common practise to have an agenda slide at the start of a presentation but I think this is done more out of habit than for the benefit to your audience. How many feature films do you know that start with an agenda? Agenda or contents pages are only relevant to printed documents so that the reader can skip to the part they are most interested in. Do you want your audience to skip to the part of your presentation they are most interested in, and ignore the rest?

Presentations need to have a structure, so that your audience can understand how you have taken them to where they are now. But this structure does not need to be broadcast in advance in can be revealed as you go along.

To keep an audience listening you need to build in some suspense and tension just like in a television drama or a play. Don’t give the game away by letting them see a précis of your talk before you have a chance to speak.

All the very best for your future presentations

Graham

http://www.businesspresentation.biz

 

 


Eye Contact in Presentations

January 12, 2015

In this article we are looking at the importance of eye contact in public speaking. As Edwin Starr sang in his 1978 disco hit, it is all about “Eye to Eye Contact”.

Look a person in the eye and smile at them and they will smile back. It is part of our inbred human nature. I’m sure you have all seen the bumper stickers, smile and the whole world smiles with you. This basic human nature is a wonderful ally when you are presenting.

Another basic instinct is to avoid eye contact when you are telling someone a lie. These two traits emphasise the importance of eye contact when you are presenting.

Ideally, you should look each person in the eye for about 1 to 3 seconds, the time it takes to say a sentence or make a point. Moving randomly around the room to ensure everyone gains the benefit and feels that you are talking directly to them. With a large audience, where it is not possible to make personal eye contact, split the room into four or six areas and look to each area in turn. The effect will be that everyone in that area will think you are looking at him or her.

With a smaller audience, there will be some people who give better facial feedback to your eye contact than others. They will smile more and look like they are enjoying the presentation more. These are good people to look at when you first start the presentation. They will boost your confidence and calm your nerves but once you are get going and are into your stride be careful not to favour these people too much. They will get more out of your presentation but it will be to the detriment of the others.

I have heard some presentation trainers and coaches suggest that if you are too shy to look people in the eye, to look just above their heads or at the back of the room. It doesn’t work! People can tell you are not looking at them. They all start thinking “What is he (or she) looking at, what is so interesting on the back wall?”

When you are giving a sales presentation, a useful trick is to identify the decision makers in the audience beforehand and ensure you give them the majority of your eye contact.

When I used to run half-day seminars, I would always get a lower rating from the people I did not look at much. I know now, that you have to look at everyone, not just the people who are easy to look at or who return eye contact. Be careful to look at people round the edges of the room or people who are sitting in the corners at the front, areas that you will not naturally look towards.

You can use eye contact to control an audience and their reactions. If someone looks disinterested give them more eye contact, their interest should soon pick up. By ‘more eye contact’, I do not mean stare at them, but as your eyes move apparently randomly round the room, go back to that person more often than anyone else.

To avoid question time turning into a conversation between one or two people and yourself, ensure that you give the questioner only 25% of your eye contact and the rest of the audience 75%. If you do not want a follow up question from the same person, ensure you are not looking at the questioner when you come to the last part of your answer.

Your eyes can convey a lot about what you are not saying. Make sure the silent message is in tune with the words you are using.

Find out more about Effective Business Presentations on my web site http://www.businesspresentation.biz

All the Best

Graham


Telling stories in business

July 23, 2014

On my web site I run a quiz that checks how good a presenter you are. It has run for a several years and I recently collated the results for the last few months.

The most worrying trend that it shows is that most people (94%) think that they need to structure their presentation so that everyone can see where they are going. No doubt this includes having an agenda slide and breaking the presentation down in to sections. While this is very good practice for a written report, it can be deadly for a presentation.

Think of any good film that you have watched recently. Did it have an agenda slide at the start? Did it start by telling you how it would end or what will happen along the way?

No, of course it didn’t.

Films usually start by catching your attention and creating an intriguing situation which makes you wonder what is going to happen next. You are compelled to carry on watching to see how the story unfolds. The script writers, producers and actors engage you; the twists and turns in the storyline keep you wanting to see and hear more.

Compare this with a presentation that starts by telling you that first, I am going to talk about “A”, then we will look at “B” and finally I’ll tell you about “C”. Unless you are excited to hear about “A”, “B” and “C”, you are almost bound to lose interest. If item “C” is what you want to hear about, you’ll immediately switch off and stop listening while the presenter drones on about “A” and “B”. By the time he/she gets to “C” you will probably be mentally elsewhere.

Presentations are not like written reports. Written reports have a contents list so that readers can skip to the parts that are of interest to them. By their very nature presentations are sequential. The speaker decides the order in which he/she is going to talk. As a speaker you need to grab the audience’s attention, engage with them and use similar storytelling techniques as used in the motion picture industry, to hold their attention and make them wonder what you are going to say next. As soon as an audience event thinks that they know what you are going to say next they are likely to switch off.

From the quiz results, it would seem that people are starting to understand this, because the percentage of people who display the bullet points on a slide all at once has dropped from 36% down to 22%. This is an encouraging sign. Although I still feel sorry for the audiences of that 22%, or for that matter audience of any presentation still using bullet points.

There is still someway to go before storytelling is the normal way of giving a business presentation, but if you want to be successful, engaging and influential, I think it is the way to go.

Bruce Gabriel has written a series of 7 articles about how to use storytelling in the boardroom, which I would heartily recommend. You can read it here.

If you would like to do my quiz, you can find it here.


PYO (Pick Your Own) Audience

July 1, 2014

Read any article about creating and delivering a presentation and you will be given advice to find out as much as you can about your audience. In general, I agree with this as your presentation should be of interest to your audience, otherwise no matter how eloquently you speak you are unlikely to win their hearts and minds.

Pick Your Own

Pick Your Own

But what if your audience research unveils a wide range of different knowledge and interest in your topic? For example at an industry conference where an audience may include experienced practitioners, new comers to the industry, customers, competitors, managers, technologists, administrators and students. With such a diverse audience it is difficult to target your presentation at every person. Another example is when you are recording a video to play on your website. In this case, you have little or no control over who may view the video, it could literally be anyone.

One option is to speak in very general terms, that everyone can understand and appreciate, trying to cater for everybody’s needs. The problem with this is that you risk giving such an ineffectual presentation that everyone may think it is okay, but it fails to inspire anyone.

My advice is to PYO, Pick Your Own. Decide who your ideal audience member is and create and deliver a presentation that will be informative, interesting and inspirational for that ideal person. This means that some of your audience will not find your presentation interesting or informative but as the saying goes “You can’t please all the people all the time”.

Your audience is the most important part of your presentation, make sure you tell them what they want or need to know. On those occasions when you don’t know who your audience are, you need to decide who to aim the presentation at because a scatter gun approach is highly unlikely to achieve your presentation objectives.

 

All the best with your presentations

Graham Young

http://www.businesspresentation.biz

 


Video Presentations

April 14, 2014

I was recently asked if I could run some training for group of people who were intending creating some short 1 minute videos of their service offerings to go on their website. They had tried it once before a few years ago and weren’t very happy with the results.

This got me thinking about the similarities and the differences between standing up in front of a group of people and sitting down being videoed.

Using my standard OSRAM acronym for the main 5 aspects of a presentation, this is a summary of what I have concluded.

Objective

As anyone who has been on one of my courses or read my earlier blog entries will know I strongly believe that every presentation needs to have a good clear measurable objective accompanied by a call to action to enforce that objective.

Videos are no different. You need to have a clear idea of what you want people to do after they have watched the video, and how they should feel about you.

Speaker

Having a confident air is always the aim of a good presenter. Preparation and practise is vital to acquiring such confidence. This is even truer when it comes to making a video.

In a personal presentation your audience are likely to be quite sympathetic if you show any signs of being nervous, but will be less forgiving when watching a video. Any hesitations, errs & umms, poor pronunciation or grammatical errors will be far more noticeable on a video that in a live presentation. This is possibly because we are used to watching professional presenters on television. However, if you do make a mistake while filming don’t worry about it, just do it again, no-one will ever know.

There is always a first impression that the camera catches before you start speaking. Make sure you are relaxed and confident with a nice welcoming smile.

One of the main differences between presenting to an audience and presenting to camera is that you audience can see you very clearly. Every smile, every twitch or movement of the eyes will be seen and decoded. This means it is even more important to believe what you are saying and show them the honesty and passion behind your message. Being in the right state of mind to deliver a relaxed focussed message is crucial to get your audience to engage.

Room

My standard three rules for the room where you are presenting are:

  1. Get there early
  2. Make it tidy
  3. Think through the equipment you are using

The first of these is fairly irrelevant when making a video as your audience will watch it when they are ready. But the second and third rules are just as important.

When recording the video, make sure you are not wearing any fabric with detailed patterns on it, or close lines or tight stripes, as this can cause a fluttering effect on the recorded image that can be distracting in the final edit.

An uncluttered background works best for most videos.

There are two basic formats when presenting on video. One way is to look directly at the camera. The alternative is to speak to an invisible interviewer who is sitting next to the camera. Personally, I prefer the looking into the camera style. The trick here is not to stare. Imagine that the camera is actually the person to whom you are giving the presentation and that you are sitting having a chat.

This conversational style approach will be far more effective and welcoming than if you give a formal presentation. Each person who watches the video will engage with you one to one.

Audience

When you are recording a video you don’t have an audience but when some one watches the video they are your audience. That may seem rather trite and obvious but essentially what you have is a disconnect between you the presenter and your audience. Try to minimise this disconnect so that when someone watched the video they think you are talking directly to them.

As mentioned above the best way to do this is imagine that the camera is your audience member.

For example, if the target for your video is people who are about to retire and are interested in their pension options, imagine that the camera is a couple in their sixties, imagine how they are dressed, what they look like, what they are interested in, what worries and concerns they may have and then talk to them about how you can help them to maximise their retirement opportunities.

When you are creating a video to be shown on your website you need to decide who your audience is. Unlike a live presentation where you can research your audience to find out what they are interested in and how much they already know, with a website video anyone could watch it. The biggest mistake is to try to be to generic to cater for everyone. This leads to a very average presentation which is unlikely to engage anyone. You are far better deciding up front who your target audience is and crafting a message which will appeal to them. Be ruthless, pin point the messages that will appeal to you ideal client and forget about the rest.

Message

Unlike many business presentations that can last for 40 minutes or more, a successful video is likely to be less than two minutes long. This means you have to be very succinct and to the point. As soon as you start to ramble people will stop watching.

However this does not mean you have to talk constantly in front of the camera. As with live presentations a variation in speed and tone helps to keep an audience engaged and pausing before an important point will help to enforce that point.

I never recommend using scripts which are read word for word when presenting. Cue cards or presenter view in PowerPoint is my preferred mechanism if you need a reminder as to what you are talking about. Cue cards will not look professional on a video so as it is only going to be a short presentation I would suggest just remembering it. If you do need reminders you could use an autocue or maybe just a large sheet of paper held up behind the camera with a few bullet points.

It really depends on how sophisticated the available equipment is, when you film your video. But if you are using idiot boards try reading them without taking your eyes off the camera, otherwise your audience will know that you were reading them.

All the Best

Graham Young

http://www.businesspresentation.biz


Two Approaches to Giving a Business Presentation

March 24, 2014

The Typical Approach to Giving
a Business Presentation

The Effective Approach
to Giving a Business Presentation

 

Always use bullet points in PowerPoint. By using bullet points everyone will understand you better because if they missed what you said, they can still read it on the slides.

 

Have striking visual aids with pictures which create strong mental images to back up what you are saying.

 

Start by telling them who you are and your company’s background, including turnover, locations, number of staff etc.

 

Start by grabbing their attention and telling them why they should listen.

 

Bring up each slide and tell people what it says.

 

Use the slides to reinforce what you have just said and help create a strong mental image

 

Use random slide transitions and animation to liven up your presentation

 

Use animation only if it helps to get your point across.

 

Have an agenda slide, at the start of each section, so that your audience knows exactly where you are in your presentation

 

Keep your audience listening; let them discover your message as it unfolds.

 

If you are using charts, create them in Excel and then copy them across with all of the labelling intact. This means that people will be able to understand the slides in detail when they look at them after your presentation.

 

Only display critical information on your charts. Keep them as simple as you can to get the point across. Use infographics.

Provide detailed information in a separate handout afterwards.

 

Apologise if you think a slide is too complex or unreadable

 

 

Never apologise, keep slides simple and to the point

 

Handouts are essential; always give out copies of your slides as handouts before you start.

 

Give out handouts after your presentation. Create a custom handout not a copy of your slides. Handouts and visual aids serve different purposes and need to be different.

 

 

If you’re nervous beforehand, drink lots of Irish coffee or a quick shot of tequila, you soon won’t notice the nerves.

 

If you are nervous, tell yourself you are doing it right, you are supposed to be nervous before an important presentation. Don’t worry about it.

 

 

Anyone who is a bit shy and doesn’t like looking people in the eye should give the presentation staring at a point on the back wall, or looking at the tops of people’s heads.

 

 

People can tell if you are not looking them in the eye, avoiding eye contact will stop an audience engaging with you. Make sure everyone gets some eye contact

 

Speaking quickly will enable you to get more information in to your allotted time.

 

Speak slightly more slowly then you would in a 1 to 1 conversation. Pause before an important point.

 

If you have interesting things to tell them most audiences won’t mind if you over run a bit.

 

Structure and practice your presentation to ensure you always end slightly early

 

Keep your hands still, if you find them waving about put both hands in your pockets.

 

Use positive body language to reinforce the words you are saying.

 

Don’t worry about remembering everything you are going to say, you can always look at your slides to remind you of the key points and any detailed data.

 

Never rely on the slides to remind you what to say. The presenter always leads the slides. If you can’t remember the points you need to make, use Presenter View in PowerPoint with appropriate speaker notes.

 

Emotions have no place in business so just stick to the facts, don’t be tempted to use emotional language as this can be misunderstood.

 

The emotion and passion you bring to a presentation is what distinguishes it from an email. Facts alone will rarely persuade anyone of anything

Give the same standard presentation to every audience. Your audience is the most important part of your presentation. Don’t say what you have to say, say what they want or need to hear.
 

In a sales presentation, tell them about all your products and services. You never know what might be of interest.

 

Find out what problems your audience have and tailored your presentation to meet their needs.

 

Humour is good in most presentations so start with a joke.

 

Humorous asides and comments can encourage audience engagement once you have built a level of trust, but never tell jokes.

 

Have a glass of water to hand, in case  you have a dry mouth.

 

If your mouth is dry suck a mint beforehand, or gently bite the inside of your cheeks to get the saliva flowing, don’t wash it away with water.

 

When presenting to an industry audience it is OK to use lots of jargon and technical terminology, after all they should all know what the TLA’s stand for.

 

Avoid using three letter abbreviations, and technical terms without explaining them first, just in case you audience are not familiar with them.

 

Always end a presentation by asking who has a question they would like answered.

 

Always end a presentation with a call to action, which tells your audience what you would like them to do next.

 

If in doubt just do what everyone else does, they will all be asleep anyway

 

Be different, stand out from the crowd, and make a lasting impression on your audience.

By Graham Young

http://www.businesspresentation.biz


Follow

Get every new post delivered to your Inbox.

Join 427 other followers

%d bloggers like this: