Children in grade school are giving presentations.  High school students are doing them with PowerPoint.  In every company, organization, social gathering, and team meeting, there are more opportunities and expectations to speak in front of a group.  Some fear presentations.  Others just need help in how to give a presentation that engages the audience and achieves its goal.

It’s not that hard, but there are many steps.  Write a clear key message. Develop the outline.  Generate the content of your presentation, create your visuals, carefully consider your conclusion, rehearse your opening, then edit and practice.

1. Develop a clear key message
As a Presentation Skills consultant, I listen to many client presentations.  I evaluate the content and delivery and make suggestions for improvement. One of my most frequent comments is this:  What are you really trying to say?  I’m not sure I’m getting it.  The volume of data and information often fogs the real message.

An average person’s attention span is typically 7 minutes before the mind wanders off. Listening and processing what we hear requires a lot of cognitive energy.  Listening is hard — even harder if it’s later in the day, if other priorities are clouding your brain, if you’re hungry, have a backache, or need to use the washroom.  Obstacles like a noisy room or not being able to clearly see the presenter can whittle those potential 7 minutes of attention down to 3.5 minutes.

Ask yourself, if someone surveyed the people who were in your presentation with the question, what was the speaker’s main message? Would you get an 80% consensus?  If 80% of your audience can’t repeat it, then your key message wasn’t clear enough. So with that in mind, develop a clear and succinct message. Repeat it more than once.

Help your audience hear your key message.  You can preface your remarks by saying something like:  I want you to take away an important key message and this is it…

2. Make your opening remarks memorable
You want your opening remarks to hook the audience and engage them immediately.  You can do this in many ways:  highlight their need to hear what you have to say; share a surprising statistic/number/dollar figure; deliver a short anecdote; tell a human interest story.  These are just a few ideas for making your opening dynamic.

I often advise my clients to develop their opening remarks at the end of writing the presentation.  These first moments are so important and they’re easier to write after everything else is finished.

Practice your opening remarks many times, out loud and standing up.  You should be entirely fluent without reading or looking at notes.  If your opening goes well, the rest of the presentation will follow in the same way.

3. Engage the audience
If your audience isn’t engaged, who are you talking to?  They may look like they’re listening, but their minds could be on the golf course.  Keep focusing on how to engage them.  Make your delivery impactful, your slides simple and clean, and your stories amusing or dramatic. Your eye contact and voice should reach out and bring them in.

Here are a few strategies that will help: get them to ask or answer questions; praise them; reference current events; show strong visuals; talk about the competition; move; use a louder voice; and use humour carefully.  Always be politically correct or you may disengage the audience.

4. Persuade them with forethought & strategy
If your goal is to persuade your listeners into accepting an idea, buying a product or service, or changing their mind, focus on how to persuade them rather than the benefits of what you’re selling.

Here are some strategies that help persuade people: think about them first and how you’ll address their needs; appeal to emotion; begin your presentation with their most pressing issues; sell solutions to their problems; describe what might happen if they don’t buy into your idea; be excited.

5. Deliver with impact
How do we demonstrate as well as inspire confidence in our audience?  We do it through strong body language.  We all know that body language speaks louder than words.  So to answer the question:  how do I deliver a strong presentation?  The answer must include a focus on body language.  Think about developing your best interpersonal skills.

Body language, also called non-verbal communication, is comprised of five main elements: Voice, gesture, posture, eye contact, and distance.  After that comes grooming, dress, and hygiene.  All of these elements are critically important to the success of the presentation. As in any interpersonal skills training, our goal is to communicate effectively with our verbal and non verbal messages.

Think about using: a louder than average voice; speech that has lots of inflection; natural hand gestures and facial animation; posture that is grounded and purposeful whether standing still or moving; and meaningful eye contact.  Ask your friends for honest feedback.  Drive your body language to inspire confidence in your audience.

6. Conclude with conviction
Plan your concluding remarks.  Don’t wing it.  Make your conclusion distinct from the body of your presentation by announcing, In conclusion… This alerts the listener to refocus.  Likely you will repeat your key message at this time.  If they didn’t get it before, they will catch it now.

Consider what you want the audience to do after your presentation.  Ask them directly.  Outline the next steps and attach a timeline.  This lends some urgency to a persuasive presentation.

End with conviction.  Avoid phrases that sound hesitant or tentative, such as:

I hope I… Unfortunately we’re out of time… Possibly… Maybe you learned something today…

Instead use strong, concluding phrases, such as:

Just imagine when… I know we can achieve… I’m confident that… Let’s focus on…

The answer to how to give a winning presentation is a long and complex one.  The strategies I’ve shared will help you achieve success when standing in front of an audience.  You’ll feel the incredible rush that comes when they are listening, nodding, and smiling.  That’s one of the perks that come with a mastery of presentation skills.

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These are the individuals who organize and plan every function from conventions to luncheons and although the uninitiated may think this profession is glamour incarnate, the reality is very different. Military precision, troubleshooting par excellence and enough detail to drive an actuary crazy all define the professional Event Planner’s day.

During the training program, I gave a menu-planning workshop. Here’s a behind the scenes look at what we covered.

The theme was a very special dinner with a notable guest speaker. Just planning the menu requires far more than an educated palate. Coquille Saint-Jacques followed by pheasant may appear to pay homage to the occasion but things don’t always go as predicted. What if the speaker goes into “overtime?” The coquille’s scallops turn to rubber and the delicate pheasant becomes, to put it politely, drab.  A cold appetizer followed by the pheasant’s humble but resilient cousin, chicken, is a far smarter choice.

And another thing. What if the chef had never before prepared Coquille Saint-Jacques or pheasant? Talk about a recipe for disaster. I encouraged the group to work with existing menus, not to request something special or “off the card” as the saying goes. Stick with what the chef knows.

Next up, we discussed the menu for the same occasion but with a guest speaker from another country. Rule number one, resist the urge to pay tribute to the guest’s national origins through the menu. Doesn’t matter whether, for example, it’s Italy or Japan —stay away from the temptations of serving pasta or sushi. Instead, select something more local for the event and time permitting, plan a restaurant meal during the visit.

We talked about the pitfalls of the buffet for this same occasion. One of the inherent problems is seating. Notable guests could end up by the kitchen, plus, it’s next to impossible to arrange groups of people together. And buffets are disorganized by nature. Half the table could be at the buffet while the rest are eating.  A partial solution is assigned seats with something to start, say a salad, at each place setting, and then guests proceed to the buffet.

Today, most dinners are four-course, sometimes five and luncheons are three-course, four for a really special occasion. Regardless of how many times the plates are cleared, duplication is probably the greatest “misdemeanor” of menu planning. When there’s quiche to start, apricot tart is off limits. Never serve two pies. Same story for sauce: filet mignon with béarnaise sauce or asparagus with hollandaise. Shrimp cocktail means something other than salmon — unless of course, there’s a seafood motif.

If there is a printed menu: it should be placed on the plate over the napkin or over the napkin on the left of the plate.  At the top of the menu, it should say something about the event.

Dinner hosted by:
Mr. William Cooper
President
International Association of Publishers
In honour of
The Honourable Jim Bouchard
Minister of Intercultural Affairs
For the Grand Opening of
The 5^th International Conference
of International Authors and Publishers

And finally, although even seasoned Event Planners get the sidetracked it’s important to taste everything served. Some call it quality control; I call it common sense. Bon appétit!

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Many people are reluctant to ask a question. Call it inhibition or self-consciousness, bottom line; it’s good old-fashioned fear — getting in the way. On the other hand, there are folks just waiting to hear the sound of their own voices. Often “specialists” in one-upmanship, they tend to monopolize the time allowed, making everyone uncomfortable.

I’ve compiled a guide to help increase the comfort zone for everyone, so question periods become effective and useful tools.

Maximizing Q & A Period at Your Next Meeting

1. Frame your question carefully before raising your hand.
2. When there’s a large group, wait till you have the microphone, before asking your question.
3. Pause, and wait for the audience to settle down.
4. Briefly thank the speaker. A simple — “Thank you for taking my question” — is sufficient.
5. Don’t use the speaker’s first name unless the atmosphere is casual and all the participants are on equal footing.
6. Introduce yourself but keep it short; “I’m Bob Jones from IT and my question is…..”
7. Speak up. Your brief introduction is a personal sound check. Modify your voice if you think you can’t be heard.
8. One question only is the rule — stay focused. Weaving multiple questions together isn’t fair play.
9. Same goes for a complicated question requiring a long, drawn out answer. This isn’t the right forum for explaining the quantum theory. Keep your question simple.
10. If you’ve already asked your question but sense it overstepped boundaries — too complicated, requires an elaborate answer, has caught the speaker off-guard — immediately back off and say; “I think this is a subject for another time. Thank you.”
11. Avoid sensitive questions that could offend either the speaker or the audience. What works in the movies is just plain rude in real life.

We’d like to hear from you. Please let us know your thoughts.

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Often, these experts’ published guides devote pages and pages to introductions — how to address royalty, or protocols for meeting a diplomat from a foreign land.  Good and helpful information if you move in those circles, most of us don’t.

Let’s first examine the world of business introductions.   The less important person is introduced to the more important.  And this is where it sometimes gets confusing because the most important name is always spoken first.

This is correct:
Mr. VIP, may I present Mr. Smith.
or
Mr. VIP, I would like Mr. Smith to meet you.
or
Mr. VIP, I would like to introduce Mr. Smith to you.

This is not correct:
Mr. VIP,  may I introduce you to Mr. Smith.

In this case, Mr. VIP is being introduced to Mr. Smith and it should be the opposite.   Mr. VIP’s name is stated first; Mr. Smith should be introduced to him.

This is correct:
• Robert VIP, may I introduce John Smith to you.

This is correct:
• Mr. VIP, may I introduce to you,  Mrs. Mary Smith, our new sales manager. Mary, this is Mr. VIP, the president of Gourmet Pies Limited.

There are no gender or age factors in business introductions — “He who has the gold makes the rules.”

With social introductions, gender comes into play. A woman’s name is spoken first — a man is introduced to her.

This is correct:
Susan Jones, I would like John Smith, our block party organizer, to meet you.  John, this is Susan, our new neighbour.

Age too, plays a role.  The senior person’s name is stated first.

This is correct:
Gran, I’d like Susan Jones, our new neighbour, to meet you.  Susan, this is my Grandmother, Mrs. Brown.

This last illustration leads me to a contradiction I recently came across in a published guide to manners — by a renowned expert.  The book correctly states: “A younger person is introduced to an older person.”  But the example provided clearly contradicts this — to paraphrase — “Aunt Joan, I want you to meet my roommate, Cindy James.  Cindy, this is my aunt, Mrs. Murray.”

Surely the author meant to write:
Aunt Joan, I want my roommate, Cindy James, to meet you.  Cindy, this is my aunt, Mrs. Murray.

A cautionary tale, indeed.  And one supported by my teachers at The Protocol School of Washington.  They made it very clear that many published guides had misleading and wrong advice.

Please let us know your thoughts.

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On April 28, 1999, just eight days after the Columbine massacre, 17-year old Jason Lang was brutally killed in a so-called copycat shooting. This random act of violence took place at Jason’s high school in the small town of Taber, Alberta. He had never met the former student who pulled the trigger.

At 7:00 in the morning, this past June 4, 600 people gathered at Toronto’s Fairmount Royal York Hotel to hear Jason’s father, Reverend Dale Lang, convey a message of faith and forgiveness.

The occasion was the 40th Annual Ontario Prayer Breakfast. Guest speaker Reverend Lang was there to tell his family’s extraordinary story of compassion. In the ten years since the shooting, he has continued to publicly forgive the young man responsible for his son’s death.

I had heard Reverend Lang speak in 2000 – he had just begun the quest to share his family’s courageous message of faith. He is an inspirational speaker, and I was honoured when the June Prayer Breakfast organizers asked me to extend the formal thank you address.  In preparation for my speech, I did extensive research and learned that this deeply compassionate man was a former hot air balloon champion.  He had even co-piloted the first balloon to ever cross the North Pole, in 1980.  But as I wrote my notes, I focused on forgiveness and acceptance.

The morning of the Prayer Meeting, Reverend Lang spoke with heartfelt emotion. His was a message of forgiveness and ultimately, freedom. “Forgiving does not mean forgetting. Forgiving lightens the step – by providing a sense of freedom.“

As listened, I understood that I needed to change course. My prepared remarks were about acceptance, but freedom through forgiveness was the cornerstone of his message. I would need to adjust my speech.

During his stirring presentation, Reverend Lang also remembered Jason and his 1992 Camaro. Fast and fun, his son had taken great pride in the car. No surprises there I thought to myself, remembering Reverend Lang – champion hot air balloonist.

And then, it was my turn. I knew I would speak about freedom and forgiveness –but I opened by saying Jason and I shared something in common. I, too, had my first car when I was 17 – a 1968 Camaro! Reverend Lang laughed; the crowd laughed. Here was a small sense of relief following the touching, moving speech.

Etiquette is showing respect for others. When you’re called upon to thank a speaker, be prepared to do some prep work. Pay attention to detail. Background, bio, previous speeches – all are good, sound choices for your speech material. Whatever the topic – never, ever underestimate the importance of attentive listening.

Here are a few practical tips on how to forgive:
http://www.mayoclinic.com/health/forgiveness/MH00131

Forgiveness and the Freedom of Letting Go
http://www.youtube.com/watch?v=3D4VMZb8wLY

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Last month, I attended a conference on Organ and Tissue Donation and Transplantation in Montreal.  As you may know, this is a cause I am passionate about.  Serious business is an understatement. 

And yet, I found myself consistently engaged, even entertained, by speakers who clearly shared my heartfelt feelings, but managed to convey their messages with clever presentations. The common thread was that all the presenters were doctors, not trained performers. This got me thinking about just what does make a successful speaker?

More than words

Here are eight tips to keep you on track at Speakers’ Corner:

• Rehearse, rehearse, rehearse. There is no substitute.
• Keep things moving – humour gets the ball rolling – but remember you’re not auditioning for comedy central.
• Lighten up – by all means make a joke at your own expense, never anyone else’s.
• Use power point for just that – to make a powerful point and not to dazzle with your techie finesse.
• All systems go? The more, multi-media involved, the more important a “dress-rehearsal” becomes. Double-check everything that plugs in, before the first speaker is called to the stage.
• Mistakes do happen. When you slip-up, acknowledge it and move on.
• Personalized – acknowledging you took the photos for your presentation. Personal – crossing a fine line and sharing too much information. When in doubt, leave it out.
• Focus on impeccable grooming and your poise and a polished performance will fall into place.

Read more about my commitment to Organ and Tissue Donation:  Readers Digest Feature Article

Sign up for my FREE teleseminar- How to Create a Professional and Personal Image Plan on Tuesday July 28th 12-1pm Eastern Standard Time- Check your time zone! * You will learn how to create a plan that includes- all of the topics you should be familiar with to get the professional and personal image you want to project.  Register Now

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