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Technical Presentations

Online Resource Guide

www.wavelength.training

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Technical Presentations © Wavelength, 2016

Contents

Ten Plus One Tips to Keep Your Voice in Shape .....................................3

When You’re Not Presenting Face-to-Face ............................................5

Techniques to Enhance Virtual Presentations 6

Presenting to an International Audience ..............................................12

Some Tips for Speaking International English 12

How International is Your Body Language? 17

The Five Cs Template for Presentations .................................................19

Personal Voice Checker .......................................................................25

Body Language Checker ......................................................................27

Presentation Rehearsal Guide ...............................................................28

Using Charts, Tables and Graphs in Visuals ..........................................30

Don’t Be Afraid of the Microphone .......................................................45

Tell Me a Story ........................................................................................48

The Power of a Quote ............................................................................52

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© Wavelength, 2016 Technical Presentations Resource Guide 3

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Ten Plus One Tips to Keep Your Voice in Shape

You will have a difficult time presenting without your voice, so take good care of it. Here are some tips to keep your voice tuned up like a fine car.

1. Limit your caffeine and alcohol intake prior to presenting. Caffeine and alcohol act as diuretics. They cause you to lose body water and dry your throat. Alcohol also irritates the lining of your throat.

2. Warm up your voice prior to your presentation. Then do vocal exercises after your presentation to relax your throat and rest your voice.

3. Keep your throat lubricated by drinking plenty of water. Six glasses a day is recommended. And, when presenting, drink room temperature water – ice water restricts your vocal cords.

4. Exercise regularly. Good posture and breathing are key to a good voice. By exercising you increase your muscle tone and improve your posture and breathing capacity. Exercise also reduces stress.

5. Practice good breathing techniques and remember to breathe deeply when you present. To create a good voice, you must support it with deep breaths from the diaphragm. If you talk from your throat, you strain your voice and lose your ability to project.

6. Keep the air in your home and office humid. Use a humidifier and keep the humidity around 30%. If staying in a hotel the night before you present, try scattering ice over the carpet. It evaporates over night and increases the humidity in your room.

7. Give your voice regular vacations when you don’t talk or sing. And if your voice is hoarse from overuse, avoid speaking as much as possible before you present.

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8. Eat foods that contain vitamins A, E and C. Whole grains, fruits and vegetables keep your throat healthy by feeding the mucus membranes lining your throat.

9. Get plenty of rest especially the night before you present. Physical fatigue has a negative effect on your voice.

10. Avoid cold tablets and antihistamines as they dry up your throat and nasal passages. Use a salt-water solution to gargle if your throat is sore. Salt water is gentle but effective. You can also eat candied ginger to soothe a strained throat.

Plus one Use a microphone when presenting to large groups or in large rooms. Yelling to reach everyone strains your vocal cords and can ruin voice quality.

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When You’re Not Presenting Face-to-Face

These days more and more presenters deliver presentations to virtual audiences. Two common vehicles they use when presenting at a distance are:

• the telephone (teleconference)

• the web (using a meeting application)

Presenters are faced with an additional set of challenges when presenting at a distance. You might say presenting to a virtual audience is like finding your way around in the dark - you can hear what’s going on around you, but you can’t see what’s happening or what lies ahead.

Audio-based presentations present the greatest challenges because you cannot see your audience and they cannot see you or each other. Below you will find some key tips about presenting at a distance.

Are you making a presentation or running a meeting?Before you go full speed ahead preparing a virtual presentation, ask and answer one question: Are you presenting or running a meeting? Although similar skills are involved, a presentation is more of a performance than a meeting and requires a different approach. If you decide you are delivering a presentation, read on for tips to deliver an effective virtual presentation.

Techniques that work face-to-face and virtuallyLet’s look at what is the same about presenting face-to-face and presenting at a distance. All these good techniques of preparation and rehearsal apply to all presentations:

• Analyze your situation• Clarify your presentation objective• Prepare content based on what your audience needs • Use visuals to SUPPORT your message • Rehearse your presentation out loud• Use notes to guide you• Deliver your presentation with gusto• Involve the audience in your presentation

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Sending a clear message without body languageOur experience indicates that more misunderstandings can happen during audio presentations because body language is absent. Both you and your audience are at a disadvantage. The audience must rely solely on your words and voice to interpret the message. And you can’t gauge their reaction from their body language.

To send a clear message and sound credible, keep your words, voice and tone in sync. Choose simple, concrete words that your audience can easily understand. Use transitions and label statements to create flow and connect ideas to help your audience follow your message. And most important, ensure your voice and tone support your words. If your tone contradicts your words, people believe what they hear in your voice.

Techniques to Enhance Virtual Presentations

Keep your slides simpleYou will use more slides in a virtual presentation to help keep your audience engaged. However, in the case of slide content, less detail means more understanding.

Remember YOU are the presentation, NOT your slides. Keep your slides moving with your conversation and use your slides to support/illustrate key points only. If you clutter your slides with too many words, your invisible audience will be reading, not listening. If you leave a slide on the screen for too long as you explain all the detail, your audience will get bored. You give them permission to “tune out”.

Try using body language to enhance the interest and appropriateness of your voice and tone. If you are presenting alone, use a mirror to monitor your body language. Remember, your audience can hear you smiling, or frowning. You be the judge of the message you want to send.

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Use animation sparingly and purposefully. In other words, if you feel bringing points in one at a time helps your audience understand a process or relationship, then that animation has a valid purpose. (Our experience has taught us to use multiple slides rather than add too much animation to one slide.)

Relevant images can help your audience. An image is valuable if it clarifies a point or key message. On the other hand, cheesy clipart and irrelevant pictures only lessen your credibility and professionalism. They also interfere with the audience understanding your true message.

Keep focused on your audienceWhen you deliver a presentation via the telephone (teleconference) you need to focus 100% of your energy and attention on your audience. You need to use your normal presentation techniques and delivery tools plus a few additional tips to keep your telepresentation top notch.

• Start and end on time!

• Welcome people to the presentation as they join the call (if possible).

• Ask individuals to announce their name every time they contribute or ask a question (if you have two-way voice capability).

• If presenting from your office, clear your desk of all unrelated work and distractions. Do not multitask, thinking they can’t see what you are doing. They will hear the distraction in your voice and tone.

• To create interaction, use multiple brainstorming techniques. For instance, ask a question and give them time to jot down their ideas individually (or in a group at their location) on a pad of paper. Then tell them your answers or results. You can then ask them to compare their responses to yours.

• Practice your presentation and record it. Play it back and listen as if you were in the audience. Do you feel interested and involved? Make adjustments to polish your presentation.

• Use supportive body language. Even though your audience can’t see you, using supportive body language will enhance your voice and your overall impact.

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Keep webinars short, sweet and interactiveWe consider a webinar a combination of four events: a radio show, a television show, a meeting and a presentation.

• Radio: use your voice to carry your message

• Television: keep the screen simple and interesting

• Meeting: use effective facilitation skills

• Presentation: be engaging

The golden rule for all four events: “Keep your audience involved.”

Below are our Ten + One Tips for a successful webinar:

1. Attend webinars to learn how the audience “feels”.

2. Understand your software and hardware thoroughly.

3. Script your webinar word-for-word - and use your script!

4. Use a “control room” team for administrative support.

5. Run a “fake” webinar to ensure everything works – hardware, software, timing and you.

6. Rehearse your webinar in “real time” at least three times (record it to adjust awkward silence, unclear passages and boring spots).

7. Be ready to go 30 minutes before your webinar begins and count down for your audience (i.e. Webinar will start in five minutes...).

8. Have an engaging slide on screen at all times. (Dead air is not helpful.)

9. Always assume your audience can hear you to avoid embarrassing situations.

10. Use an interview/conversation format with two presenters whenever possible.

Plus One: Grab their attention at the beginning and keep them involved – create polls, activities, ask questions. If you don’t keep them engaged they’ll be gone and you will be presenting to no one.

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A funny story with a lesson... We learned a very good lesson about delivering virtual presentations and we learned it the hard way. When delivering our first webinar without any invitation from us, a large gaggle of geese flew overhead outside our window. You can still hear those geese honking on our recorded version.

The lesson learned…arrange to deliver your presentation in as sound- proof and secluded a room as possible. We call it “avoiding the geese.”

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Exercises for your voice

Don’t expect your voice to run a marathon without warming it up first. Take time to exercise your facial muscles and your vocal cords before you present. You will increase your ability to enunciate and project. You will also avoid straining your voice.

Here are some exercises to get you started.

Do the lion

Professional singers and speakers use an exercise called “the lion”. Yawning has a similar effect, but the lion is more fun. Here are the four simple steps:

1. Pucker your lips, close your eyes and scrunch up your face and neck muscles tightly.

2. Keep your face in a scrunch for three seconds.

3. Open your eyes and mouth as wide as you can while sticking out your tongue. (Feel the stretch in every muscle in your neck and face?)

4. Relax.

Do this exercise in front of a mirror and you’ll see why they call it the lion!

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More Exercises: Hum, sing or talk a little

Get your voice limbered up. On your drive to the presentation, at your desk, or in some private place, try these warm-up techniques.

• Open your mouth slightly and blow air over your lips, making them vibrate.

• Hum a little – Mmmmmm! Ahhhhhhhhh!

• Hold your nose and say ‘Many mighty men might make money in the moonlight’ with as much force as possible. Then immediately release your nose and say the same phrase. (Hear the difference?)

• Practice scales… Ma Me Ma Mo Moo” or “Doe Rae Me Fa So La Tee Doe.”

• Sing your favorite song.

• Talk to yourself – positively of course. Use this self-talk to practice your opening. You will loosen up your vocal cords and reduce your nerves.

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Presenting to an International Audience

As North American companies reach out to the global marketplace, they are encountering new communications challenges. Presenters now have to simplify their English in order to deliver understandable, effective presentations. In addition, good presenters study the cultures to ensure they do not insult their audience with inappropriate body language and gestures.

The Golden Rule is still the best business advice of all: “Treat others as you would like them to treat you.” And smile – every culture recognizes a smile as positive. Show genuine interest in your listeners and treat their questions and concerns with respect. Learn as much about their culture and the meaning of words, gestures and body language from their perspective.

In this section, you will find some strategies for crafting your presentation and delivering it when speaking to people whose first language is not English.

Some Tips for Speaking International English

Avoid wordy phrasesMost speakers have a “library” of phrases that have become second nature to them. Some examples:

• at this point in time… • in accordance with…• located to the east of New York… • because of the fact that…• in a timely manner… • subsequent to…• on an annualized basis… • despite the fact that…

While these speaking habits are not “wrong”, they can make the task of a non-native English listener much more difficult.

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Choose concise verbsOut of sheer habit, many presenters use drawn out verbs rather than their shorter, more concise alternatives. Some examples:

Drawn-out Verbs: Concise AlternativeWe will carry out an analysis of… We will analyze…We are in agreement with… We agree…They conducted a review of… They reviewed…

Choose strong verbsPresenters faced with the challenge of describing complex processes sometimes retreat to the safety of weak verbs. Some examples:

Weak Verbs: Strong AlternativeOur engineers will involve your Our engineers will interview company’s specialists to gather your company’s specialists to data. gather data.Have the lever in a position that Position the lever within reach.can be easily reached.

Avoid verbalizing nounsNorth Americans have a habit of turning nouns into verbs. This practice is confusing to someone who learned English as a foreign language and who learned many of these words as nouns. Some examples:

• The downturn in Asian economies will impact our financial results. (Try: influence)• We will interface with your systems analysts weekly during the

project. (Try: meet)

While words like impact and interface are often accepted as verbs in our language, most foreign audiences will have learned these words as nouns. Similarly, using a word such as address can cause misunderstandings.

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Most students of English will first learn that an address goes on the outside of an envelope. Then in our business correspondence, we tell them that:

• We will address their issues• Our representative will address them at their next staff meeting • The issue of costs will be addressed during a one-to-one interface.

Is it any wonder that someone on the other side of the world might be confused?

Minimize use of passive verbsWhen people learn English, they start by learning straightforward sentence structures that have the following active structure:

Actor Action Acted-uponThe manager wrote the proposal

So when they first hear a sentence with a passive structure, they have to stop and figure out who is doing what to whom.

Acted-upon Action ActorThe proposal was written by the manager

While it is practically impossible to eliminate passive verbs completely from technical presentations, good presenters try to minimize their use. The above examples are, of course, very simple.

Try this one:

• The initiation of the project and the acquisition of the necessary resources will be carried out by us.

An alternative:

• We will start the project and we will make sure that the necessary materials are available.

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Avoid using noun stringsPeople who learn English as a foreign language learn to recognize nouns and adjectives. They know that an adjective modifies a noun. However, sometimes we use a noun to modify another noun as in mail truck, systems analyst or computer program. Most foreign audiences cope with this practice.

However, when we use multiple nouns to modify another noun, comprehension problems can arise. An example:

• An organizational change readiness assessment will be conducted by our business transformation management team.

Stay away from sports analogies and idiomsEvery culture has its share of idioms. While these phrases add richness and color to our communications, they simply do not cross borders well. Not only can they confuse foreign audiences, but sometimes they can also offend.

Some examples:

• We’re in this for the long haul…

• This puts us between a rock and a hard place…

• With our technology, you will be able to blast the competition…

• We need to change our game plan…

• Without new technology, you won’t even get to second base…

Balance brevity with comprehensionWhile all presenters seek to achieve a style that is brief and to-the-point, for their foreign listeners, a presenter sometimes needs to add words in order to be more explicit.

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• The word ‘that’ Used as a conjunction between a primary and a subordinated

sentence core, we often omit the word that.

We heard their bid was successful.

For foreign readers, however, the following structure would be more helpful.

We heard that their bid was successful.

Use bridging words liberallyIn their quest for conciseness, many presenters in North America have been taught to omit bridging words or phrases. However, these words can be helpful to a foreign listener who is struggling to follow the flow of meaning in a business presentation.

Some examples:

• First, we will analyze your situation; second, we will prepare a proposed plan of action; and finally, we will implement the new system.

• The project has been completed more quickly than we expected. As a result, you will receive the final report next week.

• Because the network has been expanded, we can extend the service to 20,000 additional customers. Consequently, you will achieve your financial goals for the following year.

Shorten your sentencesSentences with more than two sentence cores put extra strain on the reading and translating abilities of foreign listeners. While a multi-core sentence may be quite clear to a native English speaker, a foreign listener may struggle not only to translate each word but to translate a sentence structure which may be very different from that used in their mother tongue.

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How International is Your Body Language?

North American body language rarely conveys the same meaning to other cultures. And remember that your body language speaks louder than your words and your voice and tone. Therefore, good presenters ensure their body language and gestures translate appropriately for all audiences and all cultures.

Keep in mind that people translate body language based on their personal understanding of what that gesture means in their native culture, no matter how long they have lived elsewhere. Some seemingly harmless gestures or body language can be misinterpreted and derail a well-prepared presentation.

Below are a few examples of things to consider when presenting to international audiences. If you are looking for a comprehensive guide, check your local book store for one of the many books available on specific cultures and body language.

The OK hand gesture doesn’t always mean “okay”In North America, you might use the “OK” hand gesture to convey good job, good idea or approval. However, in France you would be telling someone they are worthless or their idea is a big fat zero. And in Brazil, you will be saying something quite vulgar.

Don’t invade my spaceProxemics is the study of personal space. You don’t need to be an expert, but you must understand and gauge the distance appropriately between you and your listeners. Standing too close or too far away can send a message of disrespect or perhaps a lack of confidence.

Personal space varies in different cultures. With North American audiences, you are giving people appropriate space when you stand about arm’s length from them, 18-20 inches. Here are some general guidelines to help you with other cultures.

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Some cultures consider more personal space respectful. Move back to about 24 inches if you are speaking with someone from the United Kingdom, Korea or China. And, if your listener is from Japan, you need a good 36 inches between you for him or her to feel you are respecting their personal space.

Other cultures feel less personal space translates to a lack of trust and confidence. Move in a bit closer if you are speaking with Western Europeans and even some Americans. They consider a distance of 14-16 inches about right. Move even closer for Middle Eastern listeners. They feel you don’t trust them if you stand more than 12 inches away.

First impressions still countFirst impressions count and how you look plays a major role. When delivering a presentation, find out what the dress code is for your audience …then dress one notch higher. Consider calling your contact to ask what is appropriate and choose your outfit accordingly.

In North America many businesses accept a business casual dress code at the office. However in many other cultures casual is considered sloppy. If you dress too casually, your audience may focus on your image rather than your message. They may spend time wondering whether your credentials are valid or if you would be a reliable business partner.

In addition to how you look, how you welcome people and introduce yourself is key. Find out if a handshake is respectful and how firmly you should shake the person’s hand. Some cultures, like Japan, consider a formal bow a necessary part of the initial introduction even in business situations. Is eye contact a sign of confidence or disrespect? What about religious traditions that are carried through to the business world? Are you being respectful or insulting your listeners?

Understanding individuals is the key to success in any business, in any culture. Take the time to learn about cultural traditions wherever you are presenting and you will set yourself and your audience up for success.

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The Five Cs Template for Presentations

Confirm• link to opening/objective• summarize key points• ask for commitment/action• agree on next steps

Convince• answer LQs (with Labels & Key

Points)• connect ideas with Transitions• add muscle

Capture• create credible first impression• break the ice - be distinctive

Connect• introduce self & credentials• state topic & context

Clarify• state objective & “so that”• share agenda• set expectations (invite participation)

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Listener Questions Worksheet

Presentation Objective: ___________________________________________ ___________________________________________

Sequence Listener Questions Ideas (Visuals, examples, stories etc.)

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Ideas (Visuals, story, examples, etc.)

Ideas (Visuals, story, examples, etc.)

Labels & Key Points Worksheet

Listener Question: ____________________________________________________

_____________________________________________________________________

Label: _______________________________________________________________

_____________________________________________________________________

Key Points: ___________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Transition Statement: _________________________________________________

_____________________________________________________________________

Listener Question: ____________________________________________________

_____________________________________________________________________

Label: _______________________________________________________________

_____________________________________________________________________

Key Points: ___________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Transition Statement: _________________________________________________

_____________________________________________________________________

Answer your Listener Questions in the order you sequenced them on your Listener Questions worksheet.

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Develop Your Opening and Closing Worksheet Face-to-Face Presentation

Task A - OpeningDecide exactly what you will do and say to Capture, Connect and Clarify:

Capture

• manage first impression – state why you are the right person for this topic

• break the ice - be distinctive

Connect• introduce self & credentials• state topic - what will you talk about?• explain context briefly (big picture)

Clarify

• state objective - say your Objective Statement

• share agenda• set expectations & invite participation

(how long, questions, handouts)

Write Your Responses Here

Task B - ClosingDecide exactly how you will Confirm with your audience:

Confirm

• link back to opening/objective - remind them how you have reached this goal

• summarize key points/decisions - top 2-3 points to remember

• ask for commitment or action• agree on follow-through actions - get

verbal agreement from each person (who, what and by when)

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Develop Your Opening and Closing Worksheet Phone/Web/Video Presentation

Task ADecide exactly what you will do and say to Capture, Connect and Clarify:

Capture

• introduce yourself• manage first impression – state why you

are the right person for this topic• ensure everyone can hear and/or see you• break the ice - be distinctive

Connect• state topic - what will you talk about?• explain context briefly (big picture)

Clarify

• state objective - say your Objective Statement

• share agenda - describe agenda items (support with slide)

• set expectations & invite participation (how long, questions, recorded version, handouts)

Write Your Responses Here

Task BDecide exactly how you will Confirm with your audience:

Confirm

• link to opening/objective - remind them how you have reached this goal

• summarize key points/decisions - top 2-3 points to remember (support with slide)

• ask for commitment or action• agree on follow-through actions - get

verbal agreement from each person (who, what and by when)

Consider what you could do ahead of time.

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How Do You Sound?To get the most out of your voice, you have to become aware of its qualities and characteristics. Complete this exercise to improve how you sound.

Step #1

Listen to your voice as others hear it ... that means recording yourself. If you have a presentation you need to rehearse, tape yourself on either an audio or video recorder. Or, if you do not have a specific presentation, simply place an audio recorder on your desk and record your phone conversations.

Step #2

Playback the recording of your voice and listen carefully. Listen for your strengths and your weaknesses. Use the Personal Voice Checker on the next page to assess the characteristics you like about your voice and what you want to change to improve your voice. If you are playing back a video turn your back to the picture so that you focus only on your voice.

Step #3

Practice changing only those characteristics that prevent you from getting your message across clearly.

Your voice is part of who you are. Don’t try to change everything at once. Focus on one or two voice characteristics and practice, practice, practice!

Take the time to become aware of your own personal voice characteristics. Record yourself delivering your presentation and listen to how you sound. You might also consider recording your one-on-one conversations with colleagues to identify the areas you need to work on.

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Things I LIKE about my voice:

Clarity:

I project my voice by inhaling deeply and exhaling as I speak.

I speak loudly enough (Level 7-8).

I enunciate my words clearly.

I vary the volume for variety and emphasis.

Pitch & pace:

I use pauses to emphasize key words, phrases or thoughts.

I speak at a comfortable pace.

I vary the pace of speaking.

I emphasize important words to make my voice interesting.

I add highs and lows to vary the pitch of my voice.

I slow my pace slightly when presenting over the phone or web.

Tone:

I sound pleasant and friendly.

I sound professional and knowledgeable.

I sound confident and assertive.

I sound genuinely enthusiastic and interested.

I sound sincere.

I speak in a tone that supports my message.

I can hear myself smiling.

Things I want to CHANGE about my voice:

Clarity:

I mumble.

I “drop off” at the end of phrases/sentences.

I stumble over my words.

I use too many filler words (“um”, “ah”, etc.).

I sound nasal.

I take shallow breaths and don’t project my voice.

Pitch & pace:

I speak in a bland, monotone voice.

I make every statement a question by inflecting my voice “up” at the end of each phrase/sentence.

I speak too quickly.

I speak too slowly.

Tone:

I sound authoritarian.

I sound gruff.

I sound tentative or unsure.

I sound raspy or out of breath.

I sound unenthusiastic/bored.

I sound childlike.

I sound sarcastic or condescending.

I speak in a tone that contradicts my message.

I can hear myself frowning.

Personal Voice Checker

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How Do You Look?

People hear what you do a lot more loudly than they hear what you say. Because 55% of your face-to-face message is sent through your body language, how you look and move can make or break your credibility and your presentation.

To ensure your body language is sending the right message, you must first see yourself as others see you. A video of yourself is a great teacher. If you have a presentation you need to rehearse, video record your practice.

Play back the video with the sound turned off and watch carefully. What message are you sending through your body language? Use the Body Language Checker on the next page to assess your body language. Note the gestures and movements you want to keep; the ones you feel enhance your message; the ones you feel detract from your message; and those you want to change.

The key to getting your message across is alignment. Be sure that your words, your voice and tone, and your body language are all sending the same message.

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Body language I want to KEEP:

Face & Eyes ... Expression: I maintain eye contact with the

whole group. I always face the group when

talking. I smile when appropriate.

Hands ... Gestures: I use purposeful, whole arm gestures. I use natural gestures. I keep my hands at my side or at

waist level when not gesturing.

Posture: I stand up straight. I “anchor” myself with a strong

stance (both feet flat on the floor).

Legs & Feet ... Movement: I walk towards the group

occasionally. I lean slightly forward when listening

to a question or comment. I move purposefully to create energy

and interest.

Overall image I project: I look comfortable and confident. I use body language that supports

my message. I look approachable.

Body language I want to CHANGE:

Face & Eyes ... Expression: I avoid eye contact. I look at the screen or my notes a lot. I turn my back to the group. I frown or scowl a lot.

Hands ... Gestures: I engage in hand-waving. I use gestures that look forced. I fold my arms across my chest. I touch my body a lot (hair, nose,

ear lobes, eye glasses, etc.).

Posture: I slouch and lean on the lectern/table. I stand or lean on one foot. I keep my hands in my pockets.

Legs & Feet ... Movement: I dance: 2 steps forward, 2 steps back. I sway from side to side I pace. I sometimes block my audience’s

view of the visuals.

Overall image I project: I look nervous and uncomfortable I use body language that contradicts

my message. I look arrogant and unapproachable.

Body Language Checker

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Presentation Rehearsal GuideFollow these four steps for a good rehearsal:1. Review this two-page checklist to reinforce effective techniques. 2. Practice out loud with your notes. Verbalize questions, use visuals and practice

gestures/movement.3. If possible, video yourself. Or ask someone you trust to observe and complete

this feedback form.4. Review the video or debrief with your observer using the checklist.

Well Done

Needs Work

Content Techniques Delivery Skills Well Done

Needs Work

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OpeningCaptureEstablished credibilityBroke ice - was distinctiveConnectIntroduced self & credentialsIntroduced topicExplained contextClarifyArticulated Objective Statement with “so that”Shared agendaSet expectations (questions...)

Body LanguageFace & EyesMaintained eye contactMatched facial expressions to messageHands & FeetMaintained strong stance & postureUsed purposeful movement (avoided distracting/repetitive movements)Used large gestures (avoided distracting/repetitive gestures)

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Body - ConvinceAnswered LQs with labels & key points Used transitions between LQsProvided right level detailUsed transitions to segueUsed simple language Used human voice (I, We, You)Added muscle - stories, analogies, examples

Voice & ToneClaritySpoke loudly enoughEnunciated clearlyAvoided filler words (ums, ers, likes)Avoided drop-offPitch & PaceVaried pace for interestUsed inflection (no monotone)Avoided up-talk

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Close - ConfirmLinked back to objective/ice breaker Summarized key pointsAsked for commitment/actionAgreed on follow-through actions

Visuals - Design Used uncrowded visualsKept to one key point/slideUsed titles, color, call-outsUsed effective number of visuals

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1. What are your presentation strengths?

• __________________________________________________________________________

• __________________________________________________________________________

• __________________________________________________________________________

2. If you could have one wish to improve your presentation skills, what would you change?

• __________________________________________________________________________

Well Done

Needs Work

Using Visuals & Notes Interacting Skills Well Done

Needs Work

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Using Visuals Opened without a visualUsed laptop as their screenDidn’t block anyone’s viewProvided “slide holidays” using B key or remoteAnnounced visual with labelRemained silent to allow audience to read visualTalked about the points, adding detail – no reading

Using Notes Used notes confidentlyAvoided reading from notes

Asking QuestionsExpanded discussion with open-ended questionsContracted discussion with closed-ended questionsAsked answerable questions

Responding to QuestionsListened actively & objectivelyPaused before answeringGave clear & helpful answersResponded honestly – including “I don’t know” if appropriate

Managing Challenges, if anyRemained objectiveClarified concern or issueMaintained respect

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Using Charts, Tables & Graphs in Visuals

A picture is worth a thousand words. A picture or graphic can help make the abstract more concrete for your audience. When preparing visuals, challenge yourself to use graphic forms of display as much as possible.

Whether you use a chart, table, graph or illustration, the best visual is one that communicates your message quickly and effectively. Choosing the right kind of visual to convey information is critical.

Here are some guidelines:

What you want to do Use

Present numeric information

• show proportion • pie or bar graph

• show trends or show interactions • line or mountain graph between two or more variables

• draw comparisons or highlight • bar or column graph differences

• present exact values or raw data • table or list

Organize or Compare Ideas

• demonstrate how a measurement • diagram has changed over time

• compare geographic-data • pie chart or map

• compare two or more items against • matrix a number of criteria

• compare or contrast two items • t-chart

• classify information • table

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What you want to do Use

Present process or flow

• show sequence of steps or reactions • flow chart

• show items organized by previous • decision tree decisions or choices

• illustrate a process • box, arrow or circle diagram

Show timelines/dates

• show duration of tasks or events • Gantt chart

• display key dates • calendar

Show relationships

• display structure of organization • chart or department

• show two items that have some aspects • Venn diagram in common and others different

• illustrate relationship between an event • arrow diagram and an outcome

Let’s take a look at some of the options for charts, tables and graphs.

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General Principles

If you are designing charts, tables or graphs for your presentation visuals, you should follow these general guidelines:

Make your visuals reader-friendly• Organize your information so that it flows logically and your purpose

is clear to your audience

• Keep text to a minimum (Remember 6 x 6 rule)

• Use plenty of white space around text or numbers

• Align columns of text or numbers

• Make headings large, bold and descriptive (similar to newspaper headlines)

• Use thin lines or shading to separate columns and rows

• Identify your data source in a small font size at the bottom right or left of your visual

Communicating numerical data• Round off numbers whenever possible

• Use the same unit of measurement when comparing data

• Keep charts, tables and graphs simple

• Include essential data only

If your slide is too complex, your audience will not be able to read all the information in only 10 seconds. Before you present, consider whether the audience will understand the information better if you present the chart, table or graph on a slide or as a handout.

T IP

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Organizational Charts

Organizational charts display the structure of an organization or department. Use an organizational chart to show your audience the hierarchy and relationship of individuals within a group. Your visual should depict the structure of the organization or department and the relationship and levels of responsibility of the people within the group.

How not to do it

AB

C M

anuf

actu

ring

Com

pany Organizational Chart

General Manager John Wolinski

VP, Quality & Assurance ControlKevin White

DirectorQuality Assurance

Susan Lee

Total Head Count = 46 Total Head Count = 24 Total Head Count = 9 Total Head Count = 14Total Head Count = 48 Total Head Count = 210

ManagerComputer Systems Validation

Carol Ng

Senior ManagerDocumentation & Training

Michael Marra

ManagerProcess Validation

Paul Chin

DirectorQuality ControlJudi Maloney

DirectorCompliance

Pushpinder Singh

Organization• John Wolinski - General Manager• Kevin White - VP, Quality &Assurance Control• Susan Lee - Director, Quality Assurance• Judi Maloney - Director, Quality Control• Pushpinder Singh - Director, Compliance• MichaelMarra-SeniorManager,Documentation&Training• PaulChin-Manager,ProcessValidation• CarolNg-Manager,ComputerSystemsValidation

Example 1

Example 2

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A better wayYour organizational chart should be structured from top to bottom. Use boxes to display the information about different levels/divisions within an organization . . . or the relationship and levels of responsibility of people within a department. Always use solid lines to connect the boxes that are directly related. If you need to indicate an indirect relationship, use a dotted, dashed or differently colored line to connect the boxes.

ABC Manufacturing Quality Assurance/Quality Control

Paul LeightonManager

Process ValidationTotal Head Count = 48

Takis PappasManager

Computer Systems ValidationTotal Head Count = 24

Judi MaloneyDirector

Quality ControlTotal Head Count = 210

Susan LeeDirector

Quality AssuranceTotal Head Count = 46

Lester MorrisonDirector

ComplianceTotal Head Count = 14

ABCmanufacturing







Michael MarraSenior Manager

Documentation & TrainingTotal Head Count = 9

Kevin WhiteVP, Quality & Assurance Control

John SmithGeneral Manager

ABC Manufacturing Company

John SmithGeneral Manager

Kevin White VP, Quality & Assurance

Control

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Using TablesTables allow you to present large amounts of information in a concise and orderly way. If your information can be displayed using two major criteria (see example below showing Product vs Age), you can easily present it in rows and columns. By presenting your information in a table, you can quickly and efficiently focus the audience’s attention on key data.

Here are examples of some common types of tables and how you can use them to present your information:

Value tablesAllow the audience to quickly and easily see the relationship between two different values.

. Number of Units Sold by Age Group

ProductAge

15-19 20-24 25-39

40 41

55 60 58

73 75 74

81 84 83

66 67 68

A

B

C

D

E

Slide #1(focuses the audience’s attention on Product A in the 15-19 age group)

Slide #2(moves the audience’s focus to Product D in the 20-24 age group)

Number of Units Sold by Age Group

Product

35 40 41

55 60 58

73 75 74

81 84 83

66 67 68

A

B

C

D

E

Age15-19 20-24 25-39

75

35

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Condition or decision tablesCondition or decision tables allow the audience to consider responses for various conditions or for a combination of events.

Profits by Product Code

If the profit is for: Then use this code:

Vinyl-clad window

Wood-framed window

Metal entrance door

Vinyl clad patio door

80046.11

21268.45

66233.14

10258.04

Colors Available

Product Red Blue Black Brown Green

A

B

C

D

E

X – X – X

X = product available in the color indicated

X X X X –

X X X – –

X – X X X

– X X – X

Matrix tablesMatrix tables help the audience to evaluate multiple possible solutions against a pre-determined set of criteria; help the reader to narrow down a wide range of choices or prioritize actions.

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10

28

222014.71

15

73

30 18Item 1

Item 4

Item 3

Item 5

Item 6

Item 2

Item 8

Item 10

Item 9

Item 7

Using Pie Graphs

Pie graphs are a simple and effective way to show the relationship of one or more parts to the whole.

How not to do itThe following example breaks almost all the rules of effective pie graph design. The result? A confusing and messy visual that would only serve to irritate an audience.

With so many pieces of the pie, this data would have been better illustrated by a bar graph.

While most software packages offer the option of a three-dimensional pie graph, the two-dimensional version is more effective. Three-dimensional may look pretty, but it can visually distort the data.

NOTE

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A better wayThis pie graph is a more effective example. It has only five segments and the segment that the speaker wishes to address has been emphasized by moving it slightly away from the pie. Also, since the annotation is outside the pie, the overall effect is less confusing.

Some points to remember

• Explode only one slice of pie

• Use the pie graph when you have seven segments or fewer to show

• Keep the annotation outside the pie

• Use whole numbers rather than decimals

• Avoid garish shading patterns

• Use color, where possible, to distinguish the segments

Where our revenues come from

South America21%

Pacific12%

Australia20%

Europe21%

North America26%

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21%South America

26%North America

21%

Europe

20%

Australia

12%

Pacific

If your data is geographically based, consider using a map to give your audience a clearer picture.

21%South America

26%North America

21%

Europe

20%

Australia

Use graphic highlights or call-outs to direct the audiences attention to a specific value or the most important information on a slide.

12%

Pacific

Where our revenue comes from

Where our revenue comes from

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Using Line Graphs

Line graphs are most useful for showing trends over a period of time. The key to effective line graphs is to keep them as simple as possible. Avoid the temptation to clutter your visual with too much detail or too many comparisons. Here are four criteria for good line graphs:

• Axis must be labeled clearly

• Place time on the horizontal axis using the fewest number of intervals possible

• Keep the vertical and horizontal axes proportional to each other in length

• Axis should end at the level of the final data point or one increment beyond.

How not to do it: A better way:INCIDENT REPORTS

1000

500

006 07 08 09 10 11 12 13

(000

s)

YEARS

1000

Total Sales (000’s)

Reports of Workplace Incidents2006-2009

500

02006 2007 2008 2009

Years

Look at the line graph titled “A better way.” You will see that we have made the line graph more reader-friendly by:

• Removing the underlining in the • Changing the vertical axis label to heading horizontal • Usingamoredescriptive • Endingatthefinaldatapointon heading horizontal axis• Adding a more descriptive label • Making the vertical and horizontal for the vertical axis axes proportional in length

Reported New Cases

NOTE

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Line graphs may also be used for comparing trends or data.

• Label each line or, if using more than three lines, use a key to help your audience see the comparison. You may also use color to differentiate between lines.

• As a general rule, avoid using the asterisk (*) as it often does not reproduce well.

• Do not use more than five lines in a line graph to avoid confusion.

Employee Head Count by Region 2010-2015

Years

Staff in 000s

2010 2011 2012 2013 2014 2015

90

80

70

60

50

40

30

20

10

0

USA

Japan

U.K.

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Using Bar GraphsBar graphs show the relationship of several variables at specific points in time (e.g. relative sales of three products over a five-year period).

Bar graphs may be constructed either vertically or horizontally. They are easy to design but, as always, many presenters are tempted to overcrowd or over complicate them. Here are some points to remember:

• Keep the bars a constant width and vary the length to show quantity

• Keep the bars in two-dimensional form; three-dimensional bars might look pretty, but they detract from the accuracy, precision and readability of the graph

• Use clear labels and/or legends to show what is being demonstrated

• Keep axis intervals to the minimum needed to preserve the integrity of your data

• Use color, where appropriate, to differentiate data.

Some examples:

Actual vs Planned Time for Project Completion

Timein

Days

Phase 1 Phase 2 Phase 3 Phase 4

80 –

70 –60 –

50 –40 –

30 –20 –

10 – 0 –

Planned TimeActual Time

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An example of a bar graph with non-time variables.

The same data may be shown with the axis reversed.

Market Share

Percent (%)

20

15

10

5

0 N.America Europe Australia Pacific Total

Current

Projected

Market Share

Percent (%)

N. America

Europe

Australia

Pacific

Total

0 5 10 15 20

Current

Projected

} Why 6% less than projected?

Why 6% less than projected?

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A Gantt chart is used to show a series of tasks or events over time.

Past Market Influences

N. America

Europe

Australia

Pacific

1988 1998 2008

Markets

Timeline

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Don’t Be Afraid of a Microphone

As a presenter you may sometimes be required to use a microphone. Microphones, along with their speakers and amplifiers allow you to use your voice effectively and be heard. When used properly, a microphone can be a presenter’s best friend.

To mike or not to mike… Don’t be afraid to use a microphone. Microphones are a necessity when presenting to large groups or in large rooms. We help our listeners and ourselves by using one. The trick is to get comfortable and comfort requires practice.

A microphone takes care of volume. You can then focus on using your voice effectively by enunciating, emphasizing, breathing, etc. In addition, when using a mike you avoid the risk of straining your voice by yelling to ensure everyone can hear you.

Different types of microphonesMicrophones come in four basic types. Each type has pros and cons. Be sure you know what type of mike you will be using and how to use it.

• Podium• Stationary• Handheld• Lavaliere

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Podium mikePodium mikes allow you to have your hands free. However, you are stuck behind the podium or lectern. Unless the mike is portable and can be lifted and used as a hand-held mike, you will be very restricted. The podium creates a barrier between you and your listeners and can make you appear formal and distant.

Stationary mikeAs the name suggest, these mikes won’t move with you. You also need to adjust the height of these mikes so you speak over the mike not down or up to it. These mikes typically provide good reception/range, allow you to have both hands free and move a little. But if you need to move freely around the stage or into the audience, you will find a stationary mike very restrictive.

Handheld mikeHandheld mikes provide you more control over the quality of sound because you can place the mike at just the right distance and angle to catch your voice. However, these mikes are usually corded which presents a tripping hazard and also restricts your movement. In addition, if you want to use a prop as part of your presentation, you will have only one free hand.

Lavaliere mike (also called lapel mikes)Most presenters prefer a lavaliere mike – especially a wireless one. Lavaliere mikes clip to your lapel and travel with you around the stage or the audience. They are powered by a battery pack that clips to your belt or waistband or slips into a pocket. The caution with these mikes is that you need to be wearing clothes that accommodate the mike and its battery pack.

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Tips for using microphonesHere are some tried and proven tips to help you use microphones to enhance your presentation and your image.

• Check the microphone ahead of time and learn how to turn it on and off – do a sound check before you go live.

• Always, always assume the microphone is on and people can hear what you say… then, just in case, check that it is on before you start to present.

• Talk at your normal volume – don’t shout and don’t whisper.

• Keep buttons, jewelry, hair, etc. away from the mike to prevent unexpected noise.

• Stationary mike - Practice raising and lowering the microphone so it is at the right height for you (just about at chin level).

• Hand-held mike - Practice holding the mike in your non-dominant hand, about eight to ten inches from your mouth. Position it so you speak over the top of it, not into it.

• Lavaliere mike – Clip to your clothing about eight to ten inches below your chin in the centre of your chest. Be sure to wear clothing that allows you to attach the battery pack.

Amicrophonesimplyamplifiesyourvoiceitdoesn’tcreatevocalquality–you have to do that!

NOTE

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Tell Me a Story

People have been telling stories since the dawn of existence. From Neolithic man who scrawled images of the hunt on cave walls to the more recent J.K. Rowling’s Harry Potter books, stories have imparted wisdom, faith, courage and inspiration to listeners for centuries. Some cultures, like the Aborigines of Australia, have been relying on the oral tradition for over 4,000 years.

So how can we use this ancient art of storytelling in our corporate world today? Just as the medicine man from native tradition swayed his audience through artful storytelling, so you – as a business leader – can use stories to influence your colleagues and employees.

Stories speak…People like to hear stories. They visualize them; they remember them; and they repeat them. Research tells us that people learn not just from hearing a story, but from relating the story to their own experience. In this way, they personalize and internalize the meaning. Storytelling, therefore, is a powerful tool for today’s business leaders.

As presenters, we can accomplish much with a well told, relevant story. Through stories, we can:

• connect with our audience at an emotional level

• make facts and figures more meaningful

• get buy-in for our ideas

• bring teams together to focus on a common vision

Last – but certainly not least – we can use stories to spiff up our corporate presentations. By so doing, we have a much better chance of keeping our audiences engaged and “with us” especially during those inevitable “overload-them-with-facts” presentations.

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Search your own personal archivesThe best source of stories is your own life and experience. Drawing from your own history, you can create a library of stories – poignant ones, humorous ones, inspiring ones. Because we know our own experience-based stories so well, we can often tell them with true authenticity and more passion than borrowed stories.

We all possess a rich database of personal experience – but often we simply don’t make the time or effort to drill down into our own archives and pull out the rich bounty that is floating just below the surface.

To tap into your personal story library, take a few minutes with a blank piece of paper and jot down:

• key turning points or events that have shaped your life or career

• books that may have altered your thinking or world view

• happy events and what they have meant to you

• sad or traumatic events and what you learned from them

• mistakes made along the way

• funny or serendipitous events – both in your personal and business lives

Think about how these events have influenced your life and your ability to achieve your goals. Or perhaps how past experiences have helped you enjoy success or learn from failure. What parallels can you draw between your past and present experience? How might these observations be of value to your audience?

Borrow stories from othersWhen your own story archives don’t give you the material you need, there’s nothing wrong with borrowing stories from others. Or you can tell stories about other people (your friends, family, famous people) to help you shape your message and make your point. Just be sure – when using a borrowed story – to rehearse it several times to make it your own.

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Tips for telling a taleHere are five tips to help you create compelling and memorable stories to add zest to your business presentations:

• Choose your stories with careSelecting the right story for the right situation takes time and thought. First, it must be a story that everyone in the audience can relate to – perhaps a common fear or experience that you know everyone has shared. Second, the story must be clear and stand on its own merit. If you have to explain the punch-line – you’ve chosen the wrong story. And third, the story must somehow – without undue contortion – connect elegantly with the topic and the objective of your talk.

• Keep them short and to-the-point Your story should be vivid, accurate, and easy for you to tell and for your listeners to follow. Know exactly why you are telling the story, and know when and where to use it. Keep the story relevant to your message and avoid straying from the main point. Deliver it crisply and without extraneous detail.

• Give your stories a hookBegin your story with a hook – a question, a place, a circumstance or a premise – that your audience will understand and identify with. Use your hook to capture their intellect, their hearts and their imaginations. Let your hook invite the audience into your story, but allow them to find their own meaning.

• Tread carefully with humorNot every story has to be a side-splitter to be effective. In fact, humorous stories – while effective for engaging an audience – have to be told with such impeccable fluidity and timing that you may want to stay away from them until you have some storytelling experience under your belt. And, of course, humorous stories must be politically correct and not offensive to the sensibilities of the audience members. More than just a few lawsuits have been filed as a result of a speaker’s insensitivity – albeit unintentional – to issues such as gender, race or national origin.

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• Practice, practice, practice Nowhere is practice more important than in developing the skills

needed to tell punchy, message-enhancing stories. Good stories have rhythm. They have a mood and a flow to them; and even though well rehearsed, they must still sound spontaneous.

Captivating stories also demand flawless delivery uninfected by verbal viruses such as “um’s”, “ah’s, “okay’s” – or by the great plague word of our times - “like.” Try rehearsing the story into a portable tape recorder and – if using your story as an opener – remember to rehearse the transition from your story into the body of your presentation.

Let the light in…Sir Laurence Olivier once said that a well told story is to a presentation what a window is to a house – it lets the light in! So the next time you are preparing a talk, devote some of your preparation time to developing a good story. Your audience will love you for it. Who knows? It might even be worth sacrificing a few PowerPoint slides and replacing them with a well-crafted tale.

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The Power of a Quote

When writing about the art of public speaking, Winston Churchill once said: “If you have an important point to make, don’t try to be subtle or clever. Use a pile driver. Hit the point once. Then come back and hit it again. Then hit it a third time - a tremendous whack.” Of course, Winnie was a master when it came to using quotations to give his talks that third “tremendous whack.”

Quotes are to a presentation like spices are to your favorite food. They can enhance the bland taste of data-heavy talks and they can add gusto to a motivational talk. Yet speakers often struggle to research and find just the right saying to do the job.

Here are some excellent websites that we use frequently. They will provide you with hundreds of quotes to spark ideas and to speed up the preparation of your next presentation. The sites are all extremely user-friendly and allow you to search for quotes by author as well as topic.

http://www.quotationspage.comIn addition to hundreds of quotes, this site also provides you with a quote-of-the-day. For those of you interested in improving your word power, the site also offers a “word of the day” brought to you by Vocab Vitamins!

http://www.quoteworld.orgThis site has quick-to-use research capabilities. You can also sign up for a daily quote if you are feeling in need of inspiration.

http://www.brainyquote.comVisit this site to test your own “Quote IQ” in the site’s “Who said that?” quiz – a good source of Trivia questions for company conferences or family get-togethers. It’s a fun and colorful site that is easy to research.

© Copyright, Wavelength Ltd., 2016All rights reserved. This manual is intended for the personal use ofthose who attend a Wavelength Ltd. workshop, and no part of it may be reproduced in any form without written permission from the copyright holder.

Published byWavelength Ltd. Website: www.wavelength.training

Printed in Canada

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