Successful Professional Presentation and Style: Tips & Hints

1. Successful Professional Presentation and Style: Tips & Hints Laura Cousino Klein, Ph.D. Department of Biobehavioral HealthCollege of Health and Human DevelopmentThe Pennsylvania State University PENNSTATE UNIVERSITY December 12, 2008

2. Professional Presentation Overview • Introduction • Purpose of Professional Presentation • Scope of Professional Presentation • Details Related to Professional Presentation • Delicate Issues • Final Thoughts & Discussion PENNSTATE UNIVERSITY

3. I. Introduction • Why is it important to talk about professional presentation styles? • Professional development • Personal development • Guide you in achieving your goals • Enhance your ability to contribute to your professional and personal community

4. II. Purpose • What is the purpose of professional presentation? • Build confidence • Build trust • Build relationships • Communicate with others • Make an impression • Adequately convey your thoughts, opinions, knowledge

5. III. Scope • What is the scope of professional presentation? • A. Causal interactions  formal presentations • B. All modes of communication (e.g., face-to-face, telephone, email) • C. Attire • D. Appearance • E. Speaking style

6. IV. Specifics • What is involved in professional presentation? • A. Level of Interaction • Types of casual interactions…that might not be so casual • Types of formal presentations….the obvious and the not-so-obvious

7. IV. Specifics • What is involved in professional presentation? • B. Modes of Communication • 1. Face-to-Face • - Posture • - Eye contact • - Hand shakes • - Beginning and ending the conversation • - One-on-one versus group interaction

8. IV. Specifics • What is involved in professional presentation? • B. Modes of Communication • 2. Instant and Text Messages • - company policy/culture • - when appropriate, for what? • - keep it short and simple • - avoid cutesy symbols • - avoid distracting wallpaper • - avoid obnoxious away messages

9. IV. Specifics • What is involved in professional presentation? • B. Modes of Communication • 3. Email • - When appropriate? • - Style and formality - grammar and spelling count - salutation and closing - signatures and quotes - stationary, font color & type - language, colloquialisms, syntax • - Keep it simple!

10. IV. Specifics • What is involved in professional presentation? • B. Modes of Communication • 4. Telephone • - Answering the phone – Where? When? How? • - Outgoing message • - Leaving a message - speak slowly - leave name, date, time of message - clearly leave call back information

11. IV. Specifics • What is involved in professional presentation? • B. Modes of Communication • 5. Letter • - Know your audience • - Salutation and closing • - Style and format - grammar and spelling count - language, colloquialisms, syntax - stationary - Strunk & White…buy one!

12. IV. Specifics • What is involved in professional presentation? • C. Attire • Clothes • Shoes • Accessories • D. Appearance (e.g., hair, make-up, perfume) • - What about “on-line appearance” (i.e., social networking sites)?

13. IV. Specifics • What is involved in professional presentation? • E. Speaking style • One-on-one conversation • 2. Group setting (e.g., meetings, social gatherings) • Chairing or running a meeting • Formal presentations at work, conferences, etc.

14. IV. Specifics • What is involved in professional presentation? • E. Speaking style • 1. One-on-one conversation • - Supervisor • - Peer • - Subordinate

15. IV. Specifics • What is involved in professional presentation? • E. Speaking style • 2. Group settings • - Meetings (telephone, face-to-face, others? • - Social gatherings at work • - Social gatherings with colleagues outside of work • - Office parties • - Others?

16. IV. Specifics • What is involved in professional presentation? • E. Speaking style • 3. Running meetings • - Organizing meeting • - Who needs to be there? • - Meeting agenda • - Where to sit? • - Body language

17. IV. Specifics • What is involved in professional presentation? • E. Speaking style • 3. Running meetings • - Setting the tone • - Laying down the ground rules • - Giving feedback in public • - Accepting feedback in public • - Maintaining control of the meeting • - Start and end on time

18. IV. Specifics • What is involved in professional presentation? • E. Speaking style • 4. Formal presentations • - Determine parameters of presentation • - length, scope, type • - Determine audience  who? how many? • - Determine format & equipment needs • - Have a back-up plan

19. IV. Specifics • What is involved in professional presentation? • E. Speaking style • 4. Formal presentations • - Practice, practice, practice! • - timing - hand gestures - graphical presentation - answering questions - memorize opening and closing

20. V. Delicate Issues What are some special issues for women? A. Conversation rituals B. Dominance and control C. Sharing personal information D. Stress, isolation, social networks

21. V. Delicate Issues • What are some special issues for women? • A. Conversational style • 1. Men and women communicating • - Long-winded introductions • - Apologizing • - Asking for help • - Questioning • - Being indirect • - Joking • - One-upmanship • - Extremism

22. V. Delicate Issues • What are some special issues for women? • A. Conversational style • 1. Men and women communicating • - Compliments and criticisms • - Interpreting feedback • - Challenge versus threat • - Presenting one’s accomplishments • - Bragging versus self-promotion

23. V. Delicate Issues • What are some special issues for women? • B. Dominance and control • Jumping in versus waiting for an opening or waiting to be asked • Asking permission • Volume • Intonation • Apologizing • Self-deprecation/speaking from authority • Appearing confident

24. V. Delicate Issues • What are some special issues for women? • C. Sharing personal information • Be circumspect • Perceptions of others • Gossip • What to share? • When to share? • With whom to share?

25. V. Delicate Issues • What are some special issues for women? • D. Stress, isolation, social networks • Gender gaps in the work place • Conversation and professional styles influence relationships • Develop mentoring relationships to learn how to navigate your environment

26. VI. Final Thoughts & Discussion