Deliver Effective Business Presentations

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					    How to plan, develop and deliver …




Effective Presentations


              Prepared by Richard Geyer
              SA Rostrum Tutors Panel

                                          1
          What are we going to talk about?


   Speeches & presentations ... what‟s the problem?
   The life cycle of a presentation
   Getting started
   Developing the presentation
   Delivering the presentation
   Using presentation tools
   Controlling your nerves

                                                       2
        The life cycle of a presentation


                        Delivery     Review



                
          Development
          
Getting started
                                           3
               Getting started



Know what you want to achieve ...
so concentrate on the outcome ...
... then work on the process!




                                    4
               Getting started


Consider … Subject/Purpose/Audience

What am I
presenting?
                                   Who am I
      What is the                presenting to?
     purpose of my
     presentation?
                                              5
                   Developing the presentation


                                    Board   CEO   ICT   CFO   Finance   H/O     Branch
Features & Benefits of ERP …                                            Users    Users


More timely reporting                Y      Y           Y       Y        Y

Reduced training costs                                  Y       Y

Reduced application support costs

Fit with current architecture …                   Y




                                                                                     6
         Developing the presentation

Structure ... reporting a problem ...
1. Define the problem
2. Tell them what you are doing to fix it
3. Tell them what you will do to prevent it
   happening again



                                              7
          Developing the presentation

Structure ... selling your ideas ...
1. Present an appealing vision – empathise, use your
   opening words to show your understanding of the
   issues ... and speak the language of the audience!

2. Explain how it can be done

3. Summarise and seek approval for your
   proposition


                                                        8
          Developing the presentation

Structure ... selling a proposal ...
Use the „power of three‟ and present three options ...
 ... present the preferred one last,
 ... and the least favoured option second.




                                                         9
                  Developing the presentation


Delivering a presentation is a journey, and the
people in the audience are your fellow travellers
Cristina Stuart


so make sure it‟s an interesting journey!




                                                    10
        Developing the presentation

When you start to write your presentation ...
   Don‟t talk to a computer screen – see a person!
   Write as you speak
   Use an „active conversational‟ style
   You speak around 120 words per minute, your
    audience thinks around 800 words per minute –
    keep their minds on the job!

                                                      11
    Delivering the presentation




We cannot not communicate!




                                  12
         Delivering the presentation

We present a Visual message …
    The first impression
    The way you dress
    The way you use your body
    All components of facial expression, and ...
    Congruence of the verbal & non-verbal message



                                                13
       Delivering the presentation


Watch the audience and learn …

It‟s amazing how much you can hear when
no-one is saying anything … Elaine St. James




                                               14
        Delivering the presentation

We present a Vocal message …

   Do you like your voice?
   Use your breath to support your voice
   Don‟t be afraid of silence – pause!
   Avoid “fillers”
   Raise your voice to emphasise a point or call
    for action

                                                    15
         Delivering the presentation

Would you like to improve your voice?

      Read books – aloud!
      Read poetry – aloud!
      Read children‟s books – to children
      Practice by talking with a recording of a
       voice you admire
      Create a “benchmark”


                                                   16
          Delivering the presentation

Make sure you are heard, understood, and
interesting ... so be careful with your ...
             Pronunciation,
             Emphasis,
             Pace & pitch,
             Projection,
             Volume, and ...
             Grammar

                                              17
         Delivering the presentation

We present a Verbal message …
 Political correctness ... or just good manners?
 Jargon ... make sure your language is „inclusive‟
 „But‟ or „and‟ or „however‟
 „I‟ statements
 Double negatives
 The power of three
 „Sell‟ don‟t „tell‟
                                                      18
             Delivering the presentation


„Guide‟ the audience ...

We don‟t argue with our own information
Pam Ciampa




                                           19
           Delivering the presentation


Keep it simple ...

I have written you a long letter, because
I didn‟t have time to write a short one
Blaise Pascal




                                            20
         Delivering the presentation

Be economical with your language …

    I myself personally … “I”
    At this point in time … “now”
    Should a situation arise where … “if”
    Engage in meaningful dialogue … “talk”



                                             21
         Delivering the presentation

Choose your words carefully …

   With the greatest of respect …
   You must agree that …
   To tell you the truth …
   Correct me if I‟m wrong, but …
   I don‟t want to contradict you, but …


                                           22
         Delivering the presentation

We present an Environmental message …


 Does the environment play a part in the
 effectiveness of your communication?




                                           23
        Delivering the presentation



Is there a place for humour in a presentation?




                                                 24
           Using presentation tools

Choose the best tool (or tools) for the job ...
   Whiteboard
   Flip chart
   Overhead projector
   PowerPoint
   Bring & Tell .... and ....
   sometimes it‟s better to just stand and talk!

                                                    25
                  100000
                           200000
                           300000
                                    400000
                                    500000




                       0
      7/07/2003
     17/07/2003
     30/07/2003
     11/08/2003
     21/08/2003
      2/09/2003
     12/09/2003
     24/09/2003
      7/10/2003
     17/10/2003
     29/10/2003
     10/11/2003
                                                                                                       Graphics ... is this OK?




     21/11/2003
      3/12/2003
                                     ACME Capacity planning services ….




     15/12/2003
     29/12/2003
      8/01/2004
                                                                          Available Memory (9am-5pm)




     20/01/2004
      2/02/2004
     12/02/2004
     24/02/2004
      5/03/2004
     17/03/2004
     29/03/2004
                                                                                                                                  Using presentation tools



                                                                          Available Memory (other)




26
                   Using presentation tools

Graphics ... is this better?
                               Infrastructure indices


       4000

       3500

       3000

       2500

Dollars 2000
                                                                         Series1
       1500                                                              Series2


       1000

        500

          0
               1   2   3   4         5           6      7   8   9   10
                                         Years


                                                                         27
         Using presentation tools
Graphics ... how about this?


                     Business
                      Needs
                    (Changing)



             Internal       Work/IT
            Skills and
             Abilities     Alignment




                                       28
           Controlling your nerves

   Plan ahead – make this a way of life
   Rehearse – practise, practise, practise …
   Seek opportunities to present
   Use relaxation exercises to „loosen up‟
   Be yourself – don‟t act, be natural, use gesture &
    expression in a natural manner
   Use affirmation & visualisation
   Try something completely different???

                                                     29
                     Summary ...

   Develop your approach to the task
   Build structure into your presentation
   Collect, arrange and edit your ideas
   Keep it simple
   Be conversational
   Choose the right words and use them wisely
   Consider your presentation to be a journey
   Practise & polish
   Take control – develop „presence‟
   Be proud of yourself and learn from the experience

                                                         30
                Something to think about …



Pretend everyone has a sign on their chest that
reads … „make me feel important‟
Terry Paulson




                                                  31

				
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