Chapter 11

Moving forward

After reading this book there are some actions I would like you to consider taking which I am going to explain in detail over the next few pages.

The actions are as follows:

  • Work the three-step approach, use the checklists and get feedback.
  • Prepare an action plan to up-skill.
  • Implement the 12 × 12 plan to build the skill over the next year.

Work the approach, use the checklists and get feedback

Work the approach

The Presentation Book approach is:

  1. Profile your audience
  2. Structure and shape your messages
  3. Design visual aids
cartoon

The first step is to commit to using this approach in preparing all your presentations going forward.

Use the checklist

I am terrified of flying in planes. I took a course to help me and what I learned on that course is that pilots and planes have back-ups for their back-ups.

Pilots go through a checklist before they take off and land. These could be pilots with years of experience flying but they still must go through the checklist every single time they take off and land. Why? Because forgetting even one tiny detail (which is so easily done) can have very serious consequences – life or death in the case of flying a plane.

Human memory just isn’t reliable enough, especially if interrupted to briefly do something else, take a question someone has, or lend a hand momentarily. Once the mind has changed focus, all bets are off on memory.

It is for this reason I am giving a presentation checklist. I would like you to use it as a support in your presentation preparation. You are not to stand and present until you have ticked all the boxes.

I am also giving you a list of ‘do’s’ and ‘don’ts’ as a quick reminder which you can put on your desk.

Planning the content

I know what I want to happen as a result of the presentation.

       

I have profiled my audience.

The content is pitched at an appropriate level for my audience.

I have kept to a maximum of three key points and supported them in a number of ways.

My language is clear and simple to understand.

I have found an interesting and attention-grabbing way to start.

I have a strong ending to reinforce the messages.

I have prepared for handling questions.

I have created my handout and visuals separately.
Planning for the presenter

I am confident about the knowledge and experience I have in this topic.

       

I have checked the venue can supply all my technology needs.

I am certain I know how to use the visual aids.

I have rehearsed my presentation out loud a minimum of three times and have timed it.

I have prepared clear and simple notes.
Planning the room

There is a place for my laptop.

       

There is a place to put my notes down.

There are sockets for my equipment.

I have a laser pointer if I need to point to something on the screen.

I have water within reach.

I have checked that my slides are visible from the back of the room.

Get consistent feedback

Have you ever asked for feedback from a presentation only to be placated with some general statement like you were ‘fine’, ‘yeah it was good’.

Or worse you are given critical feedback by a colleague: ‘I think you were a bit nervous’, ‘You were talking very fast’.

Feedback is important because you need to understand the impact you are having on your audience. In order to get good feedback you need to ask a person in the audience to assess you based on specific criteria. You have to ask the right questions to get the right answers.

Opposite is a feedback sheet. You can give this to the person you’re looking for feedback from and ask them to fill out.

Alternatively, there is one very simple question you can ask after your presentation to the person you are seeking feedback from. The question is: ‘What messages did you take away from my presentation?’ Then wait and see what they say. No prompting from you allowed.

NAME

Communication

The presentation had a strong beginning.

                                 

The presentation had key take-away messages.

The presenter spoke in a language that was understandable.

The presenter used examples/stories.

Personal Impact

The presenter used appropriate gestures.

                                 

The presenter controlled their nerves.

The presenter made eye contact and faced the audience at all times.

Vocal Impact

The presenter was audible.

                                 

The presenter was passionate.

The presenter spoke slowly and clearly.

Presentation style: general observations

The presenter spoke with authority and believability.

                                 

The presenter was leading the slides.

Notes

Prepare an action plan

Action planning

You are not magically going to become a great presenter no matter how much you want it. You must take some action to move from where you are today to where you want to be.

If you want to be a better presenter, what you need to do is come up with specific actions you can take over the next 12 months to reach your goal. You may need to attend a course, get more experience presenting or read some more books.

You might want to try out Prezi, explore ways to get more energy or uncover ways to manage your nerves.

The actions are yours to determine. I have shared with you in this book what makes a great presenter so use that as your guide. Plan some specific actions you can take to get you to the next level as a presenter.

Use the presentation action plan below.

Three actions I can take within a month are:

1.                                

2.                                

3.                                

Three actions I can take within the next six months are:

1.                                

2.                                

3.                                

Three actions I can take within the next 12 months are:

1.                                

2.                                

3.                                

Implement the 12 × 12 plan

I said earlier in this book that one of the challenges some of you are facing is that you only present now and again.

  • How can you build a skill when you don’t get any practice?
  • How can you learn from your mistakes if you don’t get a chance to make any?
  • How can you become a natural at something you never get to do?

The answer is you can’t. Ah, but wait. You don’t necessarily have to be formally presenting to build the skill. The components that make up a great presentation can be practised daily in your one-to-one interactions.

You are actually always presenting you just don’t realise it. Every time you talk to someone face to face or on the phone you are presenting. Think about it. The only area you may not get to practise day to day is the use of visual aids but every other element you can practise in your everyday work situations.

The 12 × 12 plan means you select one behaviour a month for 12 months and wherever and whenever possible you put it into practice.

Ideally, try your new behaviour once a day for the month.

These are the 12 behaviours I would like you to practise over the next 12 months.

12 × 12 plan

Month 1

Know what you want to achieve

Take a few seconds to think about what outcome you want from your everyday interactions. Afterwards ask yourself: Did I achieve it?

Month 2

Know your audience and where they are at

Take a minute to stand in the other person’s shoes. How would you feel if you were them right now? Use the audience profile sheet once a day to prepare for an important conversation.

Month 3

Know your messages

Use the structure sheet once a day to prepare for an important conversation to get clear on what your messages are before you speak.

Month 4

Know how you will begin and end your communication

What’s the first thing you will say? How are you going to wrap things up? Don’t leave it to chance to prepare an opening and closing once a day.

Month 5

Have examples and analogies to support your messages

How can you make your everyday data more digestible? How can you engage everyone in your weekly staff meeting? Come with up a new example that will make your idea more understandable.

Month 6

Rehearse out loud three times before you do it for real

I am serious about this one. Before you head in to your boss to ask for an extra week’s holiday, go into a room and speak it out loud three times to get clarity on your flow. It will work wonders.

Month 7

Plan to pause

Try to become as aware as possible of your speed of speech and plan to pause as much as possible in your everyday conversation.

Month 8

Have a strategy to deal with your nerves should they arise

What makes you nervous? What do your nerves look like? How can you build more confidence? Stop thinking about it and worrying about it and start doing something about it! Take a few minutes each day to focus on your breathing.

Month 9

Prepare for questions

Think about what questions the person you’re talking to might have and how they might react to your information.

Month 10

Bring passion and energy to the room

It is so easy to slip into a mode of indifference in our everyday interactions. Become aware of your mood and your tone of voice. Smile. In person they can see it and on the phone they can hear it.

Month 11

Become aware of your body language

We rarely think about how we look and what we are doing with our hands on a daily basis. Bring some awareness to your movements. How do you sit? How do you stand? Are you someone who gestures or not?

Month 12

Review your skill

Over this final month I want you to examine what you have learned over the past 11 months. What behaviour did you find easy to do and what behaviour was uncomfortable for you? What worked and what didn’t? When you got the result you wanted from your interactions was that down to chance or to your approach?

All for one and one for all – group presentations

A lot of you reading this book have to present as part of a group. The same rules apply to a group presentation as individual presentation. Below are some quick tips for group presentations.

Tips for group presentations

  1. It’s one presentation

    A group presentation is one presentation with a number of presenters delivering it. It is not a number of different presentations coming together. It must be prepared, structured and delivered in a unified way.

  2. Consistency is key

    The secret to success in a group presentation is consistency and flow. The message, structure, slides and group must appear and behave as one. All slides must look and feel the same. Agree the font, headings and graphics in advance of slide preparation.

  3. Choose a group leader

    Choose a person from your group who will set the tone, introduce the talk, manage the Q&A, refer questions if necessary, take responsibility for managing any difficulties that may arise and make concluding remarks. The person you choose must be comfortable and confident doing this.

  4. Smooth transitions

    One of the most challenging parts of a group presentation is transitioning from one presenter to the next. Each presenter must know how they will be introduced and how they will hand over to the next person. Ideally you want to summarise your talk and tell the audience how the next person will add to this. For example, ‘Now that I have provided an overview of the market, Mary is going to show you how we intend to win you more business in this market.’

  5. How do I look

    You must figure out how you will sit or stand as a group. Are you going to use a clicker or notes? Will you stand behind the podium or not? What are you wearing? All members must be dressed in suitable business attire.

  6. You are always on

    In a group presentation even if you are not presenting you are still visible to the audience. Be aware of your body language and how you are sitting and standing. Don’t slouch or appear bored or disinterested when others are speaking.

  7. Rehearse as a group

    You must practise together out loud and be clear on who is saying what when. Also make sure you time the presentation. If you are presenting for five minutes then only present for five minutes.

  8. Support each other

    The presentation is being judged as a whole so you are only as good as your weakest link. Make sure everyone in the group is performing to the best of their ability. In answering questions make sure each person gets a chance to speak and contribute.

  9. Mindful breathing

    If you are the second or third speaker it can be a challenge to manage your nerves. You can calm your mind as you sit waiting to present by just observing the natural rhythm of the breath. You don’t need to force it to be longer or slower. When your mind starts to wander and you are feeling very nervous just gently bring your attention back to the breath. You can count either 10 in-breaths or 10 out-breaths. If your mind wanders off mid-count just go back to the start.

  10. Enjoy it!

Finally, I want to end the chapter by giving you a list of do’s and don’ts as a quick reminder which you can put on your desk (see overleaf).

A one-pager for your desk

Top five tips for great presentations

  1. Know your material: Before you can create understanding for your audience you must understand your own topic.
  2. Rehearse, rehearse, rehearse: Practise what you are going to say out loud. You speak a presentation you don’t write it. The spoken word and the written word are totally different.
  3. Know your audience: Who are they? What do they know about your subject? What do they feel about it? What do you want them to be thinking and feeling after your talk?
  4. Know the room/equipment: Check, double check and triple check everything.
  5. Breathe: All the work should be done by the time you speak. Relax and breathe.

Top five biggest presentation blunders

  1. Starting with a whimper: You need to start with a bang. You have 45 seconds to get their attention.
  2. Reading your presentation word for word: A good speaker will always use notes to prompt them and keep them on track. A bad speaker will use PowerPoint as a crutch and read every slide.
  3. Failing to prepare: An audience will always forgive you for being a little nervous but they will not forgive you for being unprepared.
  4. Not making it relevant: What has your presentation got to do with your audience? What is the point?
  5. Speaking without passion: If you are not interested in your subject how can anyone else be expected to be interested?
..................Content has been hidden....................

You can't read the all page of ebook, please click here login for view all page.
Reset