Presentation Tips (Part 2)

Negative reactions to meetings often reflect poorly presented information, ineffective (or no) interaction, and lack of preparation on the part of the meeting leader.

So, how can you deliver effective presentations that ensure all attendees are actively involved in the meeting process?

Preparation is the major factor in conducting effective meetings; it includes careful knowledge of the message to be conveyed, the outcomes to be achieved, the manner in which information is delivered, audience analysis, and logistics.
_____________________________________________________________

Some basic questions:

O What are the objectives and desired outcomes?
O How formal or informal will the meeting be?
O Is this a face-to-face or remote meeting?
O Does everyone have and understand the agenda?

A question that is often overlooked is, “Who is the audience?” When delivering a status report to a project team or an executive briefing to the board of directors, you probably know their names and their position. But that’s not enough. To ensure that you engage your audience effectively, you need to know more about them.
_____________________________________________________________

Audience Analysis is key to presenting effectively. Ask yourself:

O What do these stakeholders need/want to know?
O Why are those specific individuals attending?
O How knowledgeable are they on the subject at hand?
O Are they comfortable with PM jargon?
O How do they prefer to receive information?
O What questions do you hope they won’t ask and determine how you will answer them if they do?
O What reactions can you anticipate to your message?

When you’re comfortable with the answers to those questions, it’s time to plan specific presentation techniques that will be most effective for that audience. How will you engage them, keep their attention, and help them retain information and achieve your desired outcome? Circulating an agenda before a meeting can sometimes be a good idea. It does depend on the meeting of course, but it can be a great way to seek your attendees’ inputs and secure their commitment and buy-in ahead of time.

Before you arrive for the meeting, set the tone for the first impression. You don’t want the audience to be distracted by dysfunctional equipment or poor remote hook-ups, so plan what equipment you will use, where you will be in the meeting room, and carefully double check your visual aids.
_____________________________________________________________

First Impressions Are Powerful

Audiences are most alert at the beginning of a meeting, and presenters are usually most uncomfortable at that point. So, be sure to prepare and practice your opening remarks.

An effective two-minute opening needs to include these five elements:

1. Rapport
In addition to the conventional “Good morning,” find a statement to establish a connection with your audience. It can be as banal as a comment on the weather, but is more effective if it relates to the topic you will be discussing. The intent is to create a bond between the presenter and the audience – something that is especially appreciated by individuals who are “people oriented.”

2. Problem/Opportunity
State the need for your audience to listen, e.g., are you there to solve a problem with them, to offer an opportunity, to share information? Whatever your purpose, clarify it in a sentence or two. Fast-paced individuals will appreciate the simple, straightforward reminder.

3. Qualifications
Why are you conducting the meeting? Your qualifications are generally best identified by your recent accomplishments on the project. Some people need to be reassured that you are the right person for them to listen to. Avoid telling your audience how long you have been with the firm – for some of them that’s a “So what?” They are more interested in the results you have achieved on the project so far.

4. Agenda
Presumably, everyone already has the agenda. Nevertheless, give a brief outline of the main points you’re about to cover – it’s a way to reinforce the focus for the meeting. Here is the template for a powerful agenda.

5. Action
Tell the audience what you are asking for. Do you want an approval; do you want funding; do you want buy-in? Whatever it is, make sure that everyone is clear on your expectations. People are more likely to pay attention and become engaged when they know what you expect from them.
_____________________________________________________________

Questions

Before you start with the first agenda item, invite your audience to ask questions at any point during the meeting. After all, it’s a presentation for them, not for you, so encourage them to participate.

Asking an audience to hold questions until the end of your presentation will send a clear message that your remarks are more important than their understanding of them.

Whenever you transition from one topic to another, ask for questions in case anyone needs clarification and has been too shy or intimidated to speak up. An encouraging way to ask for questions is, “What questions do you have?” or “How may I clarify…?” Avoid saying, “Are there any questions?” That can indicate that you’d rather move on than address issues your audience may have.

Questions give you an opportunity to engage your audience and build commitment. The way you handle questions often determines whether you achieve your goal.

Don’t know the answer to a question? Say so. An audience would rather hear an honest response than have you guesstimate. If there’s no one available to answer the question on the spot, promise to find out and get back to the questioner, then be sure to do it -- follow-up is important.
_____________________________________________________________

Audio Visuals

You can anticipate that your audience includes (a) people who prefer to receive information visually and (b) those who prefer an auditory approach. You can accommodate both by choosing appropriate communication means.

PowerPoint is the most popular visual medium in use today. With an accompanying hard copy, including space for taking notes, it fulfills the needs of both learner preferences.

Ensure that PowerPoint slides have consistent font sizes and colors. Observe the 5x5 rule: aim for no more than five bullets per slide and no more than five words per bullet. Remember that less is more.

To avoid the Death by PowerPoint syndrome, determine the appropriate number of slides you need for talking points. Bored or overwhelmed attendees lose interest and therefore tune out. Remember that the PowerPoint slides are there to support and amplify what you are saying and are not there as your script .

Look to see if you can replace a series of words or bullet points with a picture, graphic or a single word. Sometimes this has greater impact and supports your spoken words more effectively. Watch a Steve Jobs’ keynote presentation to see what I mean; he is a master at this.
_____________________________________________________________

Remote Meetings

Conference calls pose challenges for keeping audiences engaged because more than half of the meaning of a spoken message is missing, i.e., Body Language. The attendees are left with only the Words, Pace, and Tone with which they are delivered.

Another challenge is the number of people involved in a conference call. The leader needs to be especially alert to elicit everyone’s participation.
Decide on standards for remote meetings. Give everyone an opportunity to speak. Remind them to use “mute” to eliminate distracting noises. If the online meeting goes over 90 minutes, it is a good idea to schedule a 5-10 minute “comfort break.” Encourage people to step away from the phone, stretch their legs, go to the bathroom. This way they should return refreshed and more alert.