DELIVERING THE PRESENTATION

1. DELIVERING THE PRESENTATION Chapter 12 Shalon, Jimmy, and Anne

2. OBJECTIVES • Choose and use the delivery type best suited for a given presentation. • Create and deliver effective extemporaneous and impromptu presentations. • Conduct an effective question-and-answer session following suggested guidelines. • Apply knowledge about speaker anxiety to speak effectively to others with minimal negative effects. Pg. 376

3. “You become the message, people cannot distinguish between the words and who speaks them.”-Roger Ailes Pg. 377

4. DELIVERING A PRESENTATION The presentation has to be well delivered in order to succeed. If you look sloppy, speak in a way that is hard to understand, seem unenthusiastic, listeners doubt or reject your ideas. Pg. 377

5. TYPES OF PRESENTATIONS • Manuscript Presentations-Speakersread their remarks word for word from a prepared statement. • Examples: Press conferences, annual company wide meetings, conventions, legal, and legislative testimony • People who don’t speak often cover nervousness with reading from a script- Comes off as a drone and unbelievable. • People are not usually trained to read out loud. = halts and jerks Pg. 378

6. TYPES OF PRESENTATIONS One Simple rule for presentations: DON’T READ YOUR PRESENTATION! • DON’T READ PAGE 5 TWICE! Pg. 378

7. TYPES OF PRESENTATIONS • Memorized Presentations- recited word for word from memory • Neg: Your presentation sounds memorized. • Memorizing almost always promotes stage fright. • When the presentation is memorized you focus on remembering what comes next instead of the meaning or message behind the information being delivered. • Pos: Referring to notes at a critical time can diminishes credibility. Pg. 378

8. TYPES OF PRESENTATIONS • Extemporaneous Presentations- Planned and rehearsed, but not word for word. • Virtually every presentation should be delivered extemporaneously. • A good extemporaneous presentation is carefully rehearsed, but will never be the same twice because you speak with the audience, not at them. • Notes should be brief- overly detailed notes tempt the speaker to read them • Notes should be legible- words shouldn’t turn into meaningless scribbles • Notes should be unobtrusive- don’t let the notes be a distraction. Pg. 379

9. Example of Extemporaneous Presentations: • Sales presentations, a talk at a local high school, progress report, training lecture, or an annual report “I tell presenters to strive for dialogue behavior in a monologue setting. Dialogue behavior is two people talking across a kitchen table. It is comfortableand natural and don’t have to think much about it.” Pg. 379

10. TYPES OF PRESENTATIONS • Impromptu Presentations- unexpected, off the cuff talk • Guidelines for Impromptu Presentations: • Anticipate when you may be asked to speak • Always be prepared, especially if you’re an expert, or your boss has a habit of putting you on the spot. • Focus on your audience and the situation • What is on the listeners mind? • What is the attitude? • What is the circumstance in which you are speaking? • Accept the invitation with assurance • Impromptu presentations shouldn’t be taken as a threat. Look confident, if you stammer, stall or look unhappy = doubt in validity • Because you have to do it, Do it well. Pg. 380

11. TYPES OF PRESENTATIONS • Organize your thoughts • If time allows make an outline • Intro-thesis-body-end • Present reasons, logic, or facts to support your viewpoint • Stats • Examples • Comparisons • Don’t Apologize- no one expects impromptu presentations to be polished • Don’t highlight lack of knowledge or preparation • If you cant contribute, say so • Don’t Ramble Pg. 380

12. TYPES OF DELIVERY • Monologue-one way speeches, delivered without interruption • Pos: more appropriate for large groups and formal settings • Neg: small groups feel artificial and creates the impression that the speaker doesn’t care • Guided Discussions-more interactive. Listeners are more encouraged to ask questions • Pos: People are more willing to buy in • Neg: Harder to control, more interaction • Interactive Presentations- involves more audience interaction • Neg: feels more like a conversation then a speech • Sales Pg. 377

13. GUIDELINES FOR DELIVERY • Visual Elements • Dress effectively • What is the situation in which you are speaking • Don’t over dress or underdress • Step up to speak with confidence and authority • Don’t send nonverbal messages • Your presentation starts once you come into view of the audience • Get set before speaking • Do all your set up before you begin • “power pause” • Begin without looking at your notes • You cannot create a connection if you are reading your notes • Establish and maintain eye contact • Randomly spot around the room. Mechanical right to left makes you a robot. Maintain eye contact with each individual for a few seconds. Pg. 381

14. GUIDELINES FOR DELIVERY • Stand and move effectively • Best stance for delivering an effective presentation is relaxed but firm. • If sitting, sit up straight and lean forward. • Don’t Pick up early • Pause, then move out confidently • A raised pitch sounds questioning Pg. 381

15. COMMON INTERPRUTATIONS OF A SPEAKERS BODY LANGUAGE

17. VISUAL ELEMENTS Standing Sitting Building rapport with group Considered part of the team Avoid being labeled as arrogant or show-stealing • Be perceived as taking charge • Breathe and project • Seen and be seen-maintain eye contact • Stand out from other speakers Pg. 383

18. VERBAL COMMUNICATION • Verbal Communication-Use an oral speak style • Keep most sentences short • Use personal pronouns freely • Make the presentation more personal • Use active voice • Act as though it is presently happening • Use contractions often • Address your listeners by name • Don’t emphasize mistakes • The difference between professionals and amateurs is the way they handle mistakes • Use proper vocabulary, enunciating, and pronunciation Pg. 384-387

20. VOCAL ELEMENTS • Vocal Elements • Speaking with Enthusiasm and Sincerity • If you don’t feel strongly your audience will not as well • Speak loudly enough to be heard • Avoid Disfluencies • Distfluencies- stammers and stutters such as eh, um and other filler words, like, so, okay, ya know • Vary your speech • Use pauses effectively- don’t be afraid of silence • Can be used to emphasize a point or question Pg. 387-388

21. QUESTION AND ANSWER SESSIONS Question and answer sessions can be one of the biggest advantages of an oral presentation, especially if used well. • When to Q & A • After Presentation • Pos: • No distractions • Control over delivery • Control over length of speech • Neg: • Audience could be distracted over questions and miss the meaning of the presentation • During the Presentation • Immediate response • Clarify any objections or confusion • Usually have to allow for extra time • Promise to answer premature questions later Pg. 389-392

22. HOW TO HANDLE QUESTIONS • Start the ball rolling • Anticipating likely Questions • Clarify complicated or confusing questions • Treat questioners with respect • Keep answers focused on your goal • Buy time when necessary • Address answers to the entire audience • Follow the last question with a summary

23. USING VIDEO TO ANALYSE YOUR PRESENTATION Record your rehearsals to see how the audience perceives you. This tool helps you to see things that you don’t like so you can work on them before presenting • As is • Muted: look for physical presence, posture, gesture, facial expression • Audio Only: listen to see if you are easily understood, fluent, enthusiastic • Fast Forward- See important expressions, movements, mannerisms become apparent. Pg. 386

24. MINIMIZING AUDIENCE INTERUPTIONS • Post a sign outside the room warning that a presentation is in progress • Close doors before speaking • Program telephones in the room to ring elsewhere • Ask people to please silence their phones • Ask that questions and comments be held until the end of the presentation • Check with service personal or post notices outside the room to sure refreshments aren’t delivered in the middle of your presentation • Be certain that setup for another event isn’t about to begin in your room before you are finished

25. CONFIDENCE-BUILDING STRATEGIES • Before, walk around and stretch to relieve stress • Avoid alcohol and caffeine • Rehearse in front of friends and family to receive honest feedback • Walk around the room and talk with listeners before presentation- helps to familiarize yourself with the audience • Remember: Presentations aren’tbrain surgery! You are sharing what you know to people who want to know it • Wear clothing that is familiar- new outfits can add to discomfort • During presentation seek out familiar faces and maintain eye contact • Don’t try to be anyone else. Develop your own approach. Pg. 393

26. SPEAKING WITH CONFIDENCE • Accept a Moderate Amount of Nervousness • Speak more often • Rehearse your presentation • Rehearse on your feet, before an audience • Expect your talk to run 20 percent longer • Pay special attention to your introduction and conclusion • Rehearse in a real setting • Focus on Your topic and Audience, Not yourself • Think Rationally About Your Presentation • Myth: Presentation Must Be Perfect • Myth: It is possible to Persuade the Entire Audience • Myth: The Worst Will Probably Happen Pg. 393