Say it with presentations.解读

nullnullIndexIntroduction 3-6 Define the Situation 7-15 Specify your objective 8-9 Analyze your audience 10-11 Define the scope 12-13 Commandments of Media 14-15 Design the presentation 16-23 Determine the message 17 Craft the story line 18-20 Build the storyboard 21-23 Deliver the Presentation 24-31 Apply delivery skills 25 Work with visual aids 26-27 Handle questions 28-31 Conclusions 32-38IndexSay it with PresentationsSay it with PresentationsIntroductionAs an audience, the Clients Have Some RightsAs an audience, the Clients Have Some Rights When the clients sit through the presentation, they are the audiences, so they have the audience’s rights. For example, they have rights to know the objective, process and ending of the presentation, or get answers of the questions what they ask.Here are the rights what the audiences of the presentation ask forWhat the Audience Said about Their RightsWhat the Audience Said about Their RightsWhat the Audience Said about Their RightsWhat the Audience Said about Their RightsSay it with PresentationsSay it with PresentationsDefine the Situation _Why are you giving this presentation? _Whom do you want to convince? _How much time do you have for the presentation? _Commandments of media The Way to a Good DefinitionLimit it to one sentence. If you need more than one sentence, you’re not clear about you object. Make sure that the objective is realistic. Make sure that it leads to action. The operative words are :”What do you want the audience members TO DO?” The Way to a Good DefinitionThe Great Value of a Clearly Defined Objective It helps to determine whether you really need to give a presentation. If you can meet it by picking up the phone, or writing a brief memo, don’t give a presentation. It helps to focus the attention and the energy of the audience. It allows you to transform your thinking from “What do I want the audience to see and hear?” to “What does the audience need to see and hear to meet the objective?” Meeting your objective is the only measure of success you have for you presentation. The Great Value of a Clearly Defined Objective Analyze the Individuals in the AudiencesWho are the decision makers? You should focus your attention on what the decision makers need to see and hear to approve your objective. How familiar are they with the material? Sending background information to the audience before the presentation, or spending time during the presentation to discuss unfamiliar material. How interested are they? What’s at stake? What does the audience stand to gain if they say yes to the recommendations? What do they stand to lose? Analyze the Individuals in the AudiencesAnalyze the Individuals in Your AudiencesIf what you want to convince them to do is such a good idea, why hasn’t it been done before? Better yet, why would they say NO? At times, it isn’t a case of convincing the audience of the good reasons for making a decision but rather of overcoming the resistance that people have to making changes. What will their attitudes be? Will they be for or against the recommendations? How do they absorb material? Do they prefer numbers or charts? Are they color-blind? Do they “inhale” visuals?Analyze the Individuals in Your AudiencesBeginning on TimeStart the presentation on time. Maybe, you can wait 3 to 5 minutes if the audience is settling down, but not much more What if it’s the decision maker who’s late? Start on time and summarize what you’ve covered and where you are in the presentation once the latecomers show upBeginning on TimeEnding on Time What if the time does not meet the objective? Settle for a less ambitious, but more realistic, objective Provide an introductory handout a couple of days before the presentation that gives the audience preliminary information As an alternative, give the audience a handout about additional information at the end of the presentation Prepare backup visuals for details or background information, and hold them in reserve in case the audience wants to know more Set priorities for segments of your presentation and for the visuals you plan to show: No.1for those that must be presented, No.2 for those that can be omittedEnding on TimeThe 10 Commandments of MediaCreating Visuals Keep the design of visuals simple Ensure legibility to the person sitting the farthest from the screen Use color with purpose, not for decoration Keep special effects (e.g., animations) to a minimum and let content drive their use Provide reasonable production deadlinesThe 10 Commandments of MediaThe 10 Commandments of MediaPresenting Rehearse before the presentation, during is too late Arrive extra early at the presentation site and work closely with the technical professional Bring backup visuals Project a blank screen during lengthy transitions, while answering audience’s questions, or entering into a discussion Try to follow 7 of the 10 commandments most of the timeThe 10 Commandments of MediaSay it with PresentationsSay it with PresentationsDesign the presentation Determine Your MessageUse 1 minute to summarize the 4-hour presentation. That’s your message. Combined with your objective-what you want your audience to do about the message One suggestion for the success of the presentations Start the presentation by saying," If I had only 1minute of your time today, this is what I’d like you to get from my presentation…,”and then tell them your message. End the thought with, ”Fortunately, you've given me 4 hours, so for the next 3 hours and 59 minutes, I’ll give you the full picture.”Determine Your MessageCraft the Story LineTo a receptive audience: conclusions and recommendation up front. It makes the audiences know the recommendation right away with the least mental gymnastics. To an unreceptive audience: conclusions at the end of each chapter or at the end of the presentation. Maybe the life’s work of some audiences are based on building the arguments, from facts to conclusions to recommendations.Craft the Story LineWrite the Introduction What introductions need to do: to light a fire under the audience, to arouse enthusiasm for being there, to build anticipation for what’s going to follow. Write the Introduction Introduction (PIP formula)PurposeImportancePreviewWhy are you giving this presentation? What will success look like at the end of the presentation?What’s the urgency? What makes it so important that we accomplish that purpose today?Give a bird’s-eye view of the way the presentation is structured, of what to anticipate during the time we’re going to spend together.Plan the Ending The ending, like the introduction, is where the audience’s attention is at its highest. An effective ending: Summarize the major point you made in the presentation, be they conclusions, trends, arguments, whatever Spell out the recommendation one more time. Present your action program. Ask for agreement and for commitment to make the recommendations happen. Close off with “next steps.”Plan the Ending Designing Text Visuals The trick for a brief presentation visual: Distinguishing what should be said from what should be shown Eliminating parenthetical comments, such as e.g. or i.e. Editing the sentences from eight words to five, five words to four, and so on Translate the text visual into a structure visualDesigning Text Visuals Generate insightsExecute successfullyEstablish prioritiesInnovationEnsuring Legibility Ensuring Legibility Maximum distance from screen This table shows how far from the screen a member of the audience can sit and find various type sizes comfortably legible on a 6-foot, 8-foot, or 12-foot screen. Allow for a 5-10 percent variance in legibility depending on the brightness of the projector, the contrast created by the darkness of the room, and the intensity of the image the closer the projector is to the screen.Build a Storyboard Build a Storyboard Create the visualCheck the flowDraft the outline of the presentationDecide where visuals are needed and what those visuals might look likeKeep the medium in mind and note any animationsIndicate the oral transitionSay it with PresentationsSay it with PresentationsDeliver the PresentationGood presenterconfidenceconvictionenthusiasmttConcentrating on breathing is probably the finest advice Establishing eye contact at the beginning and throughout the presentation ranks among the most important delivery skill to master Talk naturally and speak the way we normally speak, contractions, idioms, and all Use full vocal range Stand with weight on both feet, hands waist-high Don’t use a pointer unless necessaryDelivery SkillsWork with Visual AidsTransition before changing visuals 1. Continue eye contact with the audience as you finish discussing the previous slide. 2. Hold the eye contact as you make the transition to the next slide. 3. Be quiet as you replace the old visual with the new one. 4. Make eye contact once more as you begin to tell the story of the new visual.Work with Visual AidsWork with Visual AidsLead the audience through each visual 1. Explain the elements of the chart 2. Define any coding you’ve used 3. Point out what the visual is designed to show 4. State the “so what” of the visual 5. Transition to the next visual Change your own visuals Project a blank screenWork with Visual AidsGet Used to Answering QuestionsGet Used to Answering QuestionsHold on, please, could you answer my questions?Yes!Delaying – “please hold all of your questions to the end.” Controlling – “I’ll get to that later,” or “I’ll get to that in a few minutes” Avoiding – turn our backs to the audience and read what’s on the screen Challenging – design the charts with as much detail as you can squeeze in Hiding – darken the room more than necessary Overwhelming – speak rapidly, without pause, making certain you are never at a loss for words No! If the question is tough, and you are nervous about having no answersGet Used to Answering QuestionsGet Used to Answering Questions1. Be patient and listen to the question 2. After the question has been asked, pause to think about your answer 3. You need not repeat the question 4. Answer only the question that’s been asked, no more and no less 5. Give your answer to the whole audience, not only to the person who asked 6. Stay with the question until you know you’ve answered it fullyHold on, please, could you answer my questions?Yes!No! Try your best to answer the questions, and the audiences are not enemies.Take Humor Seriously When to use humor Humor is great when it helps to make a point. Humor is great if the situation is appropriate. Humor is great when it’s spontaneous. Humor is great if you’re comfortable with it. Caution about the use of humor Do not ever, ever, ever use humor to attack anyone in the audience Make sure the point comes across quickly and clearly. Be flexible. If you have doubts or discomfort about using humor, don't use it.Take Humor Seriously Listen to the Silence Throughout the presentation, it’s a good idea to listen to the silence. It gives us a chance to think about what we’re going to say. It separates the ideas so that instead of talking on and on for fear that someone is going to interrupt us with a question. It allows the audience to think about what we’ve said, rather than contending with an avalanche of ideas that come too quickly to be understood. It gives the audience a chance to contribute.Listen to the Silence Say it with PresentationsSay it with PresentationsClosing Thoughts _conclusionsSay It with Presentations1. Define the situation Specify your objectiveSay It with PresentationsWhy are you giving a presentation? What do you hope to accomplish? What do you want the audience to do or think as a result of the presentation? Analyze your audienceWho are the decision makers? How familiar with the subject are they? How interested in the subject are they? What do they stand to gain if they say Yes and what do they stand to lose? Why should they say No? What are the three toughest questions you’re going to get from the audience? Define the scopeCan you meet the objective in the allotted time?Say It with Presentations2. Design the Presentation Determine the messageSay It with PresentationsHow would you summarize the presentation if you had only 30 seconds? Analyze your audience Introduction Body Purpose Importance PreviewTo a receptive audience: conclusions and recommendation up front To an unreceptive audience: conclusions at the end of each chapter or at the end of the presentationSay It with PresentationsSay It with PresentationsSummary Recommendation (s) Action program Next stepsEnding Build the storyboardDesign the visuals What Text, pictures, models Where Maps, plans When Calendars, Gantt charts How Diagrams How much Tables, charts Why Text Sequence the visuals: Develop what you’re going to say and a transition for eachSay It with Presentations3. Deliver the Presentation Rehearse Rehearse 1Say It with PresentationsGet thoroughly familiar with story and visuals Prepare notes Practice with a tape recorderRehearse 2Practice with colleagues who are sensitive, constructive, objective, and realistic Anticipate questions See yourself on videoSay It with PresentationsSay It with Presentations Set up the facilitiesGet to the room 40 minutes early and take responsibility for setting up facilities and equipment Apply delivery skillsBreathe, breathe, breathe Establish eye contact Talk naturally Use full vocal range Weight on both feet Hands waist high Stand beside screenSay It with PresentationsSay It with Presentations Work with visual aidsEstablish transition before changing visuals Reveal visual Lead audience through each visual Remove visual Handle questionsEstablish eye contact Listen patiently Pause before answering Answer question, no less, no more Transition back to presentationnull