Download - Presenting Excellence

©Results Rules OK Ltd 2011 www.resultsrulesok.com 1

Presenting…

Excellence...

…getting your message across in front

of people…

Results Rules OK...

David Holland MBA

The Results Guy…

June 2011

E Book #8


Contents

1. Introduction

2. Room Logistics

3. Materials and Props

4. The process of Presenting

5. About Results Rules OK – the marketing bit...


1. Introduction.

There is well worn introduction that professional and amateur speaker’s use that suggests

that based upon research about people’s fears and phobias, speaking in public is scarier

than death, spiders or heights…

Whether the fear factor is quite as great as that depends on the audience, the venue and of

course the speaker. The first time I had to speak in public was in the school debating team

when as part of a small team we had to debate a subject with authority and eloquence.

I can remember feeling physically sick as we walked onto the stage and took our seats. I

was unable to hold eye contact, my mouth went dry, I was sweating I came out with some

wide ranging Bull@*#+ about our given topic. Time stood still, it was the longest 30 minutes

of my life – even worse we won our round and had to go through the ordeal again in the

evening…

Since that somewhat inauspicious start, I have spent in excess of 1500 hours physically on

stage presenting, training and inspiring people in 21 countries plus 15 states on the USA. I

still get nervous; I have learned how to overcome the fear and present what I hope are

engaging, moving and informative presentations – the propensity to Bull@*#+ however, has

remained according to some…

I have also learned that being a god presenter is a great way of becoming the expert, it

enables me to attract clients, position my knowledge and expertise in public and helps

build both my brand and reputation. In short, in business, if you can present well to people

you will elevate your sales, your career and your income in direct proportion to you skill on

stage.

I learned my early stage craft from my time as a professional rock drummer. Strange as it

may sound, but the stage disciplines that make for a successful rock band are very similar

to those used by top speakers and entertainers – the same rules apply.

So this paper will give you a guide through the best practice that I have learned on stages

throughout the world, presenting to some of the toughest audiences that are out there –

business owners and entrepreneurs just like you…


2. Room Logistics.

Where ever possible make sure that you have control of the room – you own it before and

whilst you are on stage. This can be a challenge if you are presenting at someone else’s

function or event, but where you can, always check on the following.

Seating – this will depend on the size of audience and the type of presentation you are

doing. For workshops and training events the audience must have tables to write on and

space for pens paper etc. Depending on the size of the audience and the venue, the tables

can be round and laid out Cabaret, style with people only sat around one side of the table

so that they can all get a good view of you and your materials.

This layout allows you to be able to connect with everyone from the stage, they can take

plenty of notes, and each table can develop its own “personality” and this can be used by

the skilful presenter to add to the experience.

Another favourite and more efficient use of space is to use the Herringbone layout. This

uses rectangular tables with 6 or 8 people sat at each one. They still have plenty of room

and are able to take notes easily although they will have their seats placed at 90 degrees to

the table and will have to twist to write anything or if they sit facing the table they will

have to twist to see you.

The other challenge with this is that if people sit facing the tables and have to twist to see

you – they may simply start a conversation between themselves as it is more comfortable to

do that than listen to you – there is a possibility of losing the audience with this layout,

more than with the Cabaret style.

When using the Herringbone approach the table should be laid out so that with the centre

stage as a focal point, all tables fan out in straight lines so that you have direct eye contact

with everyone regardless of where they are in the room.

Stage Area

Cabaret Style Seating Arrangement


The Herringbone works really well for getting lots of people into an efficient workspace. I

have literally stood on stage with a long rope and guided the team to align the tables along

it when it is stretched out from the central focal point on the stage – looks very impressive

in a large room when done properly.

Remember with any layout to accommodate entrance aisles, emergency exits and if you are

going to bring people to the stage – for awards for example – make sure that there is plenty

of room for them to get through the tables and that the steps up to the stage are solid and

secure – they should access the stage from one of the sides not the front of the stage..

The other most popular seating arrangement is theatre style – literally where rows of seats

are laid out as in a theatre or cinema – this layout is good for information only or “shut up

and listen” type events. Connection with all the audience is difficult and they cannot take

notes or do any table work. These layouts remind me of either damp Sundays in the local

parish church or of mass meetings of union members or public meetings.

In smaller venues there are other options that are available – again the choice may be

dictated by the venues available space and equipment.

Stage Area

Herring Bone Seating Arrangement


Board Room Style – one large rectangular table with people arranged around it. Make sure

you are positioned at the front of the room so everyone can see and hear you.

A popular variation is the Wedding Party –similar to the Board Room, just watch the

temptation to wander up the aisle between the tables – you will lose control.

Temperature – from the presenters point of view, keep the room cold so that the audience

don’t nod off – say around 18 Degrees. Will depend on the duration of the presentation and

what activities are involved – in my experience it’s easier to warm up than cool down a

room.

Screen – with the screen in the middle of the stage area, you will have to be presenting

from the side – which side depends on where you feel comfortable. A variation is to put

yourself in the middle of the stage and have the screen offset to the side, or to have dual

screens – one on each side of you. Being in the middle of the stage is a much better place

for you to be so consider these options in your room layout.

Board Room Seating Arrangement

Screen or front of room

Presenter

Screen or front of room

Presenter – watch out…

Wedding Seating Arrangement


Lighting – check out all the lights. Make sure that the tubes don’t flicker especially if you

are showing videos, or there are no “humming” noises from transformers in the ceiling. The

room should be a little darker than the stage and if you are using spot lights remember they

will tend to cook you when you are on stage – have an electric fan off to the side to keep

you cool. Also, watch for ceiling spots that may wash out your screen – have the bulbs

taken out if you are in any doubt.

Audio – where you can, use audio amplification – it will save your voice. Make sure you do a

sound check and don’t use a hand held mike – you are not a singer, you are presenter and

you will need your hands free to communicate. If you use audio, always do a sound check

and make sure that you have fresh batteries in the microphones at the start of EVERY

session. Use lapel microphones with sponge filters to take out any background noise and

ALWAYS remember that if you go to the restroom and leave a radio microphone on – it will

continue to transmit. Personal experience here…

The room should ideally have plenty of fabrics and soft surfaces to help with the acoustics –

if you have the choice go for a room with carpet over one without, if there are curtains,

have them drawn if possible

Drinks – always have some still water or apple juice at room temperature available for you

when you are on stage. Tables should have water and glasses on them, forget fruit cordials,

still water is fine.

Electrics – make sure you have adaptor plugs for your laptop and projector if you are using

your own – remember that voltage differences in the USA for example won’t operate UK

projectors. Laptops with transformers are usually fine. Make sure you have a spare

projector bulb with you at all times.

Safety – check out the wiring and sockets, the standards of maintenance in some countries

are not what you are used to. If you have cables running across the floor, make sure you

tape them down securely or have rubber conduits in place. Sometimes more people trip

over the conduits than they would a cable so take care. If you are presenting for the whole

day in a venue and you are the only presenter, it is good form to advise the audience about

where emergency exits are and fire drills etc.

Always check with your venue – especially hotels – whether there is a fire alarm test

scheduled. If there is, make sure you prepare the audience in advance so they don’t run

out the room screaming in terror; at least not because of the fire alarm test anyway.

Remote Control – if you are using PowerPoint use a reliable remote control so you can

move the presentation forwards without being by the laptop or projector. Remember to fit

new batteries. Always remember that when you are using PowerPoint that you can send the

screen black by pressing the “B” button on the keyboard, the “W” sends it white – your

remote should have the facility to blank your screen if you need to.


Paper – if you are using flip charts check that you have enough paper and use HUGE pens so

that everyone can see your writing on the board. Only use good quality brilliant white

paper so it shows up well and if you carry your own flip chart pads with you– keep them flat

if possible.

Remember that the best presenters don’t use PowerPoint all the time, if at all. I don’t

recall Martin Luther King having a few slides to show.

If you can hold the audience with your story and only use a flip chart to show concepts and

ideas as you need to, or only use a few simple PowerPoint slides to emphasise your material

then the focus will be on you and your content, where it should be.

3. Materials and Props

We are in the business of Entertrainment – your presentation should be engaging,

informative and memorable. Use support materials and props ONLY if they support your

main theme and content.

Now that you have your room set up how you want it, we can look at some of the details

that will make sure your presentation is a hit with everyone.

Apex of Appearance – put some duct tape on the floor to mark the “no go” area in front of

the projector where if you stand will cast a shadow onto the screen. Once you have marked

the area you will know where to stand and not to stand.

Laser – always have a laser pointer and use safely, never point at people only at the

screen. Test out that it works before every presentation.

Tape applied to floor

Projector

Screen

Apex of Appearance


Crib Cards – do not hold cards in your hands to prompt you. Learn your material and stories

such that you don’t need them. Put notes on the laptop screen if you need reminders. You

will look like an amateur if you use cards and they will stop your flow and engagement with

the audience.

Timing Cards – have a colleague hold up timing cards at the back of the room. Count down

from 30, 15, and 5 to TIME so that you stay on track.

When you have a lot of slides to go through, work out which slide should be on the screen

at different times of the day – that way you can check your progress.

Screen – the PowerPoint presentation must fill the screen and be absolutely square. Check

the set-up of the projector to make sure this is correct before you go on.

Hand-outs – if you are going to use hand-outs make sure that they are printed and bound

neatly, and make sure that there are pens and pencils, coloured preferably, on all the

tables.

Gimmicks – be very careful with these. I have seen so many people attempt to show a

video, unfold a deck chair, light a fire, play an instrument etc. only to have the

presentation ruined by the gimmick not working. Same rule with magic tricks – don’t do

them unless you are a magician. It is always good to have something that you will be

remembered by – I carry on a pair of drumsticks and use them during the presentation for

example.

Humour – be careful here. Humour is a great way of keeping your presentation light, bright

and engaging, however, use with caution. You have to be able to carry off the humour with

timing and inflection in your voice – and your jokes have to be funny and relevant.

Watch stand-up comedians on YouTube to see how they do it and choose your material

wisely – I did a gig in Salt Lake City, Utah and made a joke that I thought was particularly

funny; I wasn’t invited back...

Outfits – if you are presenting to a room full of Accountants then you probably don’t want

to wear the chicken outfit. Sober and conservative is best, not necessarily a suit but smart,

neat and tidy – pretend your mum is in the audience. Dark colours are best, avoid light blue

shirts – if you perspire it will show immediately and it’s not pretty – same goes for Chino or

canvas trousers.

Guys – check that your fly is done up before you go on stage…

Everyone – find out what the floor of the stage area will be covered with. Is it carpet or

wood – then choose your footwear appropriately so that when you move around it is silent.


Flip Chart – just a not about positioning your flip chart. Make sure that if you are right

handed that you position the chart to your LEFT so that you can turn easily and write on

the paper and the audience can see what you are doing. This means that you can talk to

the audience while you are drawing or adding content, and keep the engagement high and

consistent. The opposite will apply if you are left handed.

4. The Process of Presenting.

Your presentation must follow a formula – regardless of the subject and content of the

presentation.

There are a few basic ground rules that you should stick to when whenever you are in front

of people, the 10 Commandments of Excellence;

i. Never talk about Politics and Religion from the stage. Unless of course you are a Politician or the Pope.

ii. Never turn your back on your audience.

iii. Do not read your Slides to the room – they can do it themselves.

iv. Only have max 5 Bullet Points on any one slide

v. Avoid walking in front of the projector.

vi. Prepare and Practice every time

vii. Never work in a room without seeing it first.

viii. Be clear what message you want to get across.

ix. Never drink before or during the presentation – see point 1.

x. Watch your language – don’t offend anyone unless you mean to.

My formula for presenting an effective presentation is as follows. I will adjust and adapt

according to the audience, but as a base line this works really well.

Step 1 – Welcome and thanks for attending – wait for the applause to die down a little

and then remember to thank your host / sponsor and also thank the audience for investing

their time with you.

Step 2 – Introduction, Agenda & Positioning – introduce yourself, who you are, where you

are from and what you do. Keep it brief and let them know what you are going to cover.

When I do a FREE seminar for example, I position the audience for a fun evening of ideas

and strategies that they can use in their business – I also position them and get their

agreement that it will be OK for the last 90 seconds if I explain how I work and what

programs I run.


Step 3 – Earn the right; tell them about you and why they should listen. Tell them about

yourself, something personal and relevant. Make sure they understand that you have

earned the right to be on stage and that you know what you are talking about.

I use a photo from my family history – taken in 1908 it shows my great grandfather (in the

middle) and my grandfather (on his left shoulder). I explain that we had been in business

for 200 years before we were wiped out along with my inheritance when the Hypermarkets

opened up in the UK.

The reason I do this is so that it enables me to relate

to my audience. They are business owners

themselves and they understand that I am not just

some ex corporate who has read a few books on

business – I have experienced first-hand the

“excitement” of being in business as a family with all

the opportunities and challenges that entails.

This approach means that I am building rapport with

the audience – I am one of them and they feel

comfortable with that. It allows me to communicate with them from a position of empathy

and respect that helps me, and will help you, get the message across.

When I have explained my heritage, then I explain

my experience. Your career and experience is

unique to you and is compelling when you describe

it in human terms. Give some of your personal

information away – not bank account information –

but tell them that you have failed a few times, or

had challenges that had to be overcome. You need

to engage with them personally and professionally;

the more they like and respect you before you go to

the main presentation the better.

I tell the audience how I rebuilt my career and business after the family firm shut down

including sleeping rough and eating at charity shelters to travelling the world and living the

dream in Las Vegas and France – always make sure they know that you have succeeded and

overcome any challenge – they want to learn from winners…

Step 4 – Overview of Concepts – Tell them what you are going to tell them. Let them know

the areas that you are going to be covering and why. They need to know what to expect,

and what ground you will be covering.

If you are feeling brave, take some time to ask them what they would like to get from your

presentation and write the answers down on the flip chart. Be careful with this as they may

ask for things you haven’t prepared for but it is a great way of engaging the audience. If

you do this, make sure that you refer back to the list at the end of the presentation to

check that you have given them value.


Great idea here is to grab their attention with a startling fact that is related to your

presentation, let them know that you are serious and that they really should pay attention

to what you are saying.

For example;

During the next 2 hours, the world population will increase by 18,000 people; a lot of

mouths to feed and homes to heat – we have a great challenge ahead of us.

While I am talking to you 6 businesses will fail in the UK and during the next 12 months

around 26,000 businesses just like yours will not be in business any more.

A child dies every 3 seconds in Africa, so while I am talking to you 2,400 children will

breathe their last breath – we have the ability to change this…

Shock and awe is a great start – make sure that the facts will resonate with your audience

and that your content will relate directly and positively to the challenge or issue you raise.

Step 5 – The presentation. Be absolutely clear on the key facts that you want to convey,

and then explain them by telling stories, giving examples and using your own knowledge to

bring the concepts to life.

Refer to movies, famous speeches to enhance your delivery. When discussing value and

price for example I will refer to the Diner scene in Pulp Fiction where John Travolta is so

impressed with Uma Thurman’s $5.00 milkshake that he has to try it.

Use pictures rather than lists or text in your presentation – a picture will tell a 1000 words…

Tell stories – people will listen to them and engage with you. Facts are boring unless you

embroider with images and context. Keep your pace consistent and stay on message –

remind people all the time of how you and your service will help them. You can sell

yourself continually without actually selling – simply associate you and your product with

the positive aspects of your content and you will align yourself with success and positive

outcomes.

This combined with rapport will make you an attractive proposition when a buying or

investment decision has to be made by your audience.

Step 6 – Tell them what you told them. Towards the end of the presentation make sure you

review the key points that you have covered. What are the 6 reasons they should take

action, work with you, invest in your idea etc.? Make sure that they understand what you

have covered and the key knowledge and value points that you offer.

Step 7 – Take questions. Optional and can be risky, but adds real value and confirms you as

the expert on stage, providing you answer them well. Position them before you take

questions that whilst you know a lot, you do not know everything and if you are not sure of

an answer – your will find out for them.


Step 8 – Selling and Offers. Providing you have positioned this up front you are OK to

promote your programs and products / services. Make specific offers that are attractive

and unique for the audience, engage scarcity in supply of the service or offer to encourage

people to commit there and then. Always agree what the next stage will be in the process

and confirm next actions.

Step 9 – Thanks and Close. Finally, thank the audience for their time and participation.

And finally – Stage Position. When you are presenting there will be several aspects to your

content;

Giving Value and Knowledge – the core presentation

Answering Questions

Selling and Offers

With each of these or any other aspect that you feel is important, make sure you work from

the stage in a different place. You need a “selling” place, a “giving knowledge” place and a

place from which to answer questions. Work the space that you have and keep consistency

so people know when to ask questions, when they are being sold to and when they need to

take notes.

For help with designing your Remarkable Business, buy David’s book,

Your Business Rules OK by clicking HERE, download tools and templates from

our website, come along to one of our events, or email David at

[email protected]

http://www.resultsrulesok.com/rules-ok-store.php

http://www.resultsrulesok.com/sign-up.php

mailto:[email protected]


3. About Results Rules OK

Results Rules OK was created with a simple and clear 2020 vision;

To enable everyone to enjoy learning, achieving, doing and being more...

This is achieved through the delivery of World Class Business Coaching, Training, and

Development Programs designed for business owners and entrepreneurs just like you…

We recognise that all businesses are different, as are the people that build, own and run

them so we have a range of products and programs that will help, inspire and support you –

whatever stage of development your business is at…

You can register for our newsletter, check out David’s latest blog and even download

documents and templates from our website at www.resultsrulesok.com

If you’d like to come along to an event – either to join one of our Webinars or participate

in a Workshop or Seminar – click on the LINK to find our full schedule of events.

David is offers a limited number of FREE Business Strategy Sessions for qualifying

businesses, to arrange a meeting or discussion with David, simply got to our Home Page,

scroll down and press the “Book Free Session with David” button...

Our USP is our people, our delivery, the results our Clients achieve and our philosophy of

Fun in Life and in Business. We are a growing profitable business, and we believe in making

contributions to charity and causes that are aligned with our values.

David’s unique experience, background and passion for adding value to the business and

personal lives of others have enabled him to become not only a top Business Coach, but an

accomplished Speaker and Author. Having worked in 21 countries so far, his presentations

and key note presentations are compelling, informative and fun and his books reflect his

knowledge and personality…

David’s first two books are available now…

Buying David’s books in Hardback, Paperback or in

Kindle format is easy – just click on the LINK…

To check David’s schedule and arrange for him to

speak at your next event, or arrange a bespoke

program or workshop for your team – just drop us

an email at [email protected]

We look forward to hearing from you…

http://www.resultsrulesok.com/

http://www.resultsrulesok.com/events.php


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If you have got this far then maybe we should talk…!

Contact Us;

Web – www.resultsrulesok.com

Email – [email protected]

Results Rules OK Ltd

55, Newhall Street,

Birmingham,

B3 3RB.

England

Tel - +44 (0)121 416 0023

Looking for someone inspirational, competent but also kind & honest? He's THE guy. A true leader that's always there to make you better.'

"David Holland MBA is FUN, he is extremely engaging and shares his wisdom generously with an intent to always be of service to others."

'David is always able to add just the right bit of humour to his professional

endeavours’

'David is a superb coach with extensive business experience and knowledge - oh,

and one of the funniest people I have ever met! '

'David has been an inspiration to me with my business and possesses many systems

and processes to help anyone!'

'David is an amazing coach & trainer.'

''David blends strong practical commercial experience across a number of industries

and continents with a great sense of humour. '



Download - Presenting Excellence

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