Structuring your presentation.

There are a few ways to structure your presentation when talking about the key points you want to get across. .

The classic way – just get up there and talk to the audience – not the best received.

FAB approach

• features
• advantages
• benefits.

or OBN approach

• Objectives
• Benefits
• Numbers

or Three part consultation process

• Why there is a problem
• What must be done about it
• how you can solve the problem

or Persuasive approach

• give proposed solution
• go through disadvantages of the solution
• destroy the disadvantages
• go through the advantages
• summarize the advantages
• call for action.- tell the audience what you want.

or Story telling

• Reminding people of the status quo
• Revealing the path to a better way,
• set up a conflict that needs to be resolved.

and several others, choose the best approach for addressing your key points for your audience.

The basic structure

1. The introduction.
   1. Your introduction does not necessarily start when your presentation does.  Introduce yourself to the audience before hand, connect with them and learn some names and why people are here.
   2. When it is your time to speak welcome everyone with a smile and eye contact. Welcome, My name is …. today I would like to talk to you about…
   3. choose if you are going to start with a small snipit of your presentation and then introduce yourself or introduce yourself first. (include your name and title and a brief background if the audience doesn’t know you)
   4. The introduction is the point at which you explain your topic, the content and purpose of the presentation.
   5. Let the audience know how you prefer questions – either during or at the end.
   6. Let them know of the length of the presentation and if the content will be available for sharing so that they can relax and take in your presentation.
2. Main points. …
3. Transitions. …
   1. think about incorporating activities for the audience to do and participate in the presentation.
   2. or if everyone is online a yes / no question that people respond too.
   3. Allow a separate chat window for questions to be recorded throughout the presentation to be answered at the end.  This will be invaluable feedback when you review your presentation to update content for next time.
4. The Conclusion.
   1. Practice it so  you are not reading from your notes.
   2. make it powerful and test it out until you are know the audience will go away feeling great and with your key points clear in their minds.  “So to recap…”
   3. Thank the audience for their time and attention.
   4. Share details of where they can find or gain access to your presentation.
   5. Ask for questions
5. Summary.

 

When using powerpoint it’s handy to use the built in notes section – be aware of what you include in here when you are sharing the notes.   Use the notes section as a prompter for you,  it should not be your speech word for word as you want to be able to look at your audience not be sitting or standing there reading your notes or slides to them.

Check in with you audience to make sure they understand the contact that you are presenting. If one of the audience asks a question, check back after your answer to make sure they are satisfied and don’t need further explanation or time outside of the presentation.

 

 

 

Presentation tools

Tools and Technology

There are many options when it comes to supporting your presentation with technology these days and they are always changing so I will not list them all here.  Though at this point in my career many people still use powerpoint the most, there are the odd people who are experimenting with newer technologies like storify and prezi, however 99% of all the presentations I attend have a powerpoint slide and maybe use a flipchart to supplement.  Very few people just talk without any aids at all.

I recommend to choose your tools wisely and that they support you not be the presentation.  I would also not choose technology I was not comfortable and familiar with.  A presentation is not the place to be learning of a new feature they have just introduced.

Visual aids are there to help you deliver your presentation by keeping the audience interested and focused on key points.  It also helps to deliver to the visual learners in your audience.   By catering to the 4 learning styles especially when presenting on a topic that you want all the audience to take key point home,  include auditory, visual, kinesthetic and Read / Write see here for more on the learning style –  http://vark-learn.com/

Powerpoint presentations – they can be ohhhhh so borrrriiiiiiinnnnnggggg!

A good rule of thumb for text and PowerPoint slides is no more than 7 lines of text and no more than 7 words per line and to make sure the text is big enough on your slide (print it out and put it at your feet, if you can read it easily the audience should be able to read it easily too.)

Choose a font that is simple and clear like Arial, keep to dark colours for your text as it makes it easier to read, or use contrast like white on black for a bit of emphasis.

With your pictures, considering using your own,  this adds in vulnerability and authenticity and removes copyright issues, you don’t need a picture for every point just key ones.  Cartoon clipart can look amateurish.  With pictures and graphical diagrams, explain to the audience what you are portraying and allow them time to interpret it,  keep it simple.

Flip charts and whiteboards

I am a drawer it seems, I work best in my collaboration workshops by using the whiteboards and drawing all over them.  When there is no whiteboard I make sure I take a flip chart with me.  We have the ones that stick to the wall and I take nice bright strong colour markers to write with and get the points across.  In one training session I saw Flip charts used to put up the learning goals  and the ground rules for learning and working together and key take away points.

Clickers –

I haven’t done enough presentations yet to really get into these, however this is something I think really helps with allowing the presenter to engage with the audience.  With a clicker you don’t have to be behind the desk or by the laptop when you switch slides,  it doesn’t matter if you are across the room or part way around the room.

Look for one that can blank out the screen to refocus the audience and when you use the pointer keep it on a point for 5 -10 seconds to allow your audience to catch up.

Venue

• Do a recon trip – especially at the time of day you will present.
• check out the lighting, including natural light and how it might impact.
• practice talking in the venue space with the equipment, are you on a stage if you wonder while talking could you fall?
• know how all of the equipment works and who to call for help with it doesn’t.  how do you get the sound working? does the projector have a auto poweroff time?
• know where the toilets / emergency exits are
• know where people go for refreshments – or who will provide refreshments and when.  You will need water too.
• plan for setup and takedown time
• arrange the room to best suit your audience and presentation style where possible.
• try and encourage people to sit as close to the front and near you as possible, remove extra chairs if you can.

Checklist for tools, technology and venue.

1. check room – how do you get to the room,  what are the access restrictions, where are the plugs.
2. utilities (restroom and emergency exit etc. )
3. check lighting and sound. (speakers, microphone level, echo etc)
4. check seating arrangement options
5. technical / support staff known – including how to get internet access.
6. technical equipment checked.
7. flipchart / pens / additional materials.  blu tac
8. handouts
9. catering and refreshments.
10. your equipment charged and dry run tested.
11. Presentation stored on your laptop and online or USB in case of local failure
12. clicker batteries and connector checked
13. laptop to usual screen adapters checked.
14. charger cable for laptop
15. water for yourself.
16. your notes or the presentation (either physical on online)
17. support person to take notes / help where possible.
18. pen and paper for yourself to make notes.
19. whiteboard markers and eraser.

Patience with people.

I’m working on a project at the moment and I went through the solution vision early on and how we were going to get buy in from around the business for the solution we were presenting based on the deals we had to make early on to get everyone on board.

Now in my world – that’s all that needs to be said about it. But it turns out I have more to learn on the subtle ways of getting people to buy in to your vision. Turns out you need to guide them gently and keep reiterating that vision often and to everyone.

You can’t just say this is how it’s going to be like a bull in a China shop crashing in and not taking in others opinions. You have to guide them. If they forget and seem shocked you say “I’m sorry you weren’t aware of that let me talk you through how we see it working and the benefits. Sell it all over again and do that again and again with everyone involved plus more.

And be patience with people as they catch up with you. Don’t fight them, win them over with your enthusiasm and energy and how you can help them achieve their goals and then maybe they will be more likely to help you with your goals.

I was told the other day to go with the flow more. To take action when I could and do nothing when that was required of me.

It’s all been very good advice that I know but need to remember in times of frustrated impatience.

Preparing for presentations

Every good presenter I know says that practice is key, find lots of opportunities to practice presenting and rehearse till you are comfortable before the presentation.

Ask for feedback so that you can learn from your mistakes.

Preparing for the presentation – do your research

Who are you going to be presenting to?

1. How many people will be there?
2. What technology will use to present to your audience?
3. What do they know about your topic already?
4. How do they feel about the topic?
5. What information would they want from me?
6. What influence does the audience have?
7. What interest does the audience have in your presentation?
8. How can you tailor the presentation to your audience?

What’s your goal for your presentation?

1. how can you raise your passion for this topic and inspire your audience.
2. What is your key point or three that you want people to take away from your presentation.
3. Stay authentic and remember you can show your vulnerability – it is not a fault.

How long will the presentation be for?

TED talks have a rule of being no longer than 18 minutes – long enough to be serious and short enough to keep your audiences attention
What is the type of the presentation:

1. information sharing – it’s important to not seem to be pushing your viewpoint, sound neutral so that audience can draw their own conclusions. Be sure to let people know how something will impact them directly
2. training – a good approach is go collect feedback as you go so that you are able to judge how well your audience is getting the key points.
3. selling. – How will what you are selling make the other persons life better, use data to back it up.
4. Introducing change – the best way is to get the affected people involved in the discussion. Outline the current situation, the reasons why change is necessary and possible solutions then engage the audience in discussion about the merits of each solution. Be interested in their opinions that way they will come on board and cooperate.

What is your content?

1. Get your facts to backup your data and make sure it’s still relevant.
2. group your topics under 3 headings / categories
3. tell 3 stories that will engage your audience and bring them along for the ride.
4. What is your jaw dropping moment – what emotion are you going to trigger.
5. How can you use humour to make your audience more receptive?
6. Reduce your words on your presentations and opt for pictures instead. Remember a picture can speak a thousand words.
7. How can your key points be grouped to give structure to your presentation.
8. what questions might people ask and how will you answer them?

Resources

• Find a mentor
• Join toastmasters
• Read books like
  • Speak Easy: The essential guide to speaking in public By Maggie Eyre
  • TED talks the official guide to public speaking
  • Presentation skills in 7 simple steps
  • The Story Tellers Secret by Carmine Gallo
• TED talks

Using negative emotions

If you were to ask how I’m feeling right now I’d give you an angry red face emoji. I’m feeling so trapped and unappreciated and misunderstood. I just want to progress, to do my work and learn and develop along the way.

Comments like I’m limited with the tasks I can give you as your role is BA.

And no you can’t move to sit with the scrum team you are the scrum master of as We want to maintain some stability while we consider the bigger picture in the light of the organisational change.

Have me really peeved.

I’ve got to turn these emotions into productivity. That would improve my emotional intelligence. It’s a great opportunity for growth. Maybe if I keep telling myself these things I can change my thought process. I guess maybe there are some similarities between my daughter and me. I really don’t like having my plan for me overruled and I’m feeling anger. Just like she does.

I am following some of the steps I have read in a book recently……

I have labelled the feeling.

• I have not said I am angry just that I feel angry.

• I am trying to disassociate the feeling from my thoughts so I can use it to think clearly on my options.

• I can then use the feeling and energy and passion from that emotion to push towards my new direction.

I have to think bigger picture now, and work around the rules imposed on me to get my job done and develop myself. I think I’ll be doing a lot more walking and loitering just so I can try and keep the advantage that is gained from co-located teams.

I am not sure yet how I will get around the knowledge osmosis I would get from sitting next to a seasoned scrum master.

I will get more exposure to senior leaders while I map out processes and pain points and endeavour to bring senior leaders on the process change journey. I just love the way this was given to me like a new opportunity when it’s what I’ve done all my career.

Ok feeling anger again 🙂

So thinking / not reacting – i will have more opportunity in this era of change to develop relationships further with senior management. Especially probably the more waffly ones which I have to improve my skills on interacting with.

This has been a good experiment on emotional intelligence. I think I’ll use it again. But right now I’m going for a walk, a very brisk stomping walk.