Presentation tips

Presenting is nerve-wracking, stressful and uncomfortable for many. But it can also be rewarding, exhilarating and incredibly educational. Some people love presenting. Others dread it and outright avoid it. One thing is for sure… all of us will have to experience it sometime during our professional lives. If you suffer from stage fright, how can you learn to ignore the fear? First, stop biting those nails and second, read the information below!

Remind Yourself That Nervousness Isn’t All BadA little nervousness can give you an edge. It can give you the energy you need to dig deep and do a really good job. Accept your nervousness – it doesn’t need to paralyze you.

PracticeThe more familiar you are with your materials, the more comfortable you’ll feel presenting. Prepare your speech in advance and practice until you can present it with ease. The less prepared you are, the more stressful you’ll feel, and who needs that?

Get to Know the RoomIf possible, visit the room in which you’ll be presenting. Imagine where you’ll stand and where your podium and visual aids will be. If you can, have a dress rehearsal in the room. Doing this will help you feel at ease during your presentation.

Breathe DeeplyDeep breathing can be very relaxing before an important presentation. If feeling overwhelmed by your nerves, take a seat, close your eyes and breathe in slowly. Hold your breath for four or five seconds, then

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slowly exhale. Repeat this exercise several times, until you regulate your breathing and your heart rate steadies.

Greet the AudienceTry to get to the room early enough so you’ll have time to get ready for your presentation. This way you’ll have a few extra minutes to greet and chat with the audience members as they enter the room. Doing this may help calm your nerves since it’s easier presenting to a few familiar faces than a group of complete strangers.

Take a WalkAnother way of getting rid of pre-presentation jitters is to take a brisk five-minute walk. The movement of your body will help release feelings of nervousness.

Begin with a Story You Feel Comfortable TellingIt’s a good idea to open any presentation with a story, especially one you know gets a good response from an audience. However, the story should relate to the presentation topic. If you have a story that you tell well and that relates to your presentation, use it! You’ll gain confidence sharing a story you tell well.

Realize Your Audience Wants You to SucceedWhen a speaker is stumbling over his words and is visibly nervous, the audience feels uncomfortable. People want to listen to someone who’s interesting, stimulating, informative and entertaining. Don’t apologize for being nervous! In fact, if you don’t make a public announcement about it, they likely won’t even notice.

Imagine Your Audience NakedIf all else fails, use Ron Hoff’s* recommendation for overcoming nervousness… imagine your audience naked. Even if it doesn’t calm your nerves, at least it will lighten your mood.

It is true, practice does make perfect

There’s a reason our mothers always told us "practice makes perfect." Sometimes we’d rather not hear it, because it takes both time and effort. However, the impact a little practice can have on the quality, delivery and overall sense of professionalism cannot be underestimated. Without a doubt, the more time you put into rehearsing your presentation, the better it’ll be. Here are some ideas.

Use a Tape RecorderDuring your practice sessions, use a tape recorder to get a good idea of how you deliver your message. Listen closely to your voice. Are you speaking too quickly? What tone are you using? Are you stumbling over your words? Do you often say "Um" between thoughts? Are you really getting your message across? Ask yourself, "Would I want to listen to this person? Would I find this delivery style interesting?" Ask a Friend or Colleague to Evaluate Your Presentation

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Have a friend or colleague watch your presentation in its entirety and provide feedback. Ask him to focus on clarity of the message, presentation style and effectiveness of your visual aids. Also ask him to jot down comments on paper as he watches your presentation. After you’re finished, together you can review and discuss each point.

Practice in Front of a MirrorWhen you practice in front of a mirror, you’ll be able to evaluate your every move. If you find yourself using the same gestures repeatedly, ask yourself, "What does this movement communicate?" If the answer is nervousness, that’s a gesture you should get rid of! Try holding two heavy books as you practice your presentation in front of the mirror. If you gesture with the books, it’s likely a movement with meaning… so you should keep it. When you give your actual presentation and you feel the urge to gesture nervously, try to visualize yourself with the books in your hands.

When You Practice, Use Your Visual Aids or Multimedia at Least OnceUsing multimedia equipment can really impress an audience – if it’s used correctly. Before your presentation, be certain you’re comfortable with the equipment or technology you’ll be using during your presentation. A few hours before your presentation, go to the room in which you’ll be presenting and ensure that all is working well. Videotape Your Actual Presentation and Evaluate it AfterVideotaping your presentation is truly the tell-all and can really help you identify and improve upon your presenting skills. What types of gestures are you using during your presentation? Are you making eye contact with audience members? Are you smiling? Is your information being communicated effectively and clearly? What did your visuals look like? What was the audience’s reaction to your jokes or anecdotes? Many of us dislike watching ourselves on video, but doing this can be a useful tool to learn about your personal presenting style and how to improve it.

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Seeing is Believing

Even if you are a confident, seasoned speaker, you still need to connect with your audience with terrific content and visual aids. Knock ‘em dead with your words and the visual aids you use in order to truly have audiences on the edge of their seats!

How can you get a crowd of hungry or tired conference attendees interested in your presentation? How can you stand apart and be remembered out of a series of speakers?

Be daring and different. Seek untraditional methods to relate your information. Investigate all your options and all resources. Never rule anything out.

Supplement Your Presentation with the Internet's HelpThe Internet has a wealth of information that presenters can use – many of it is free. 

Charts, graphs and other statistics can be found easily by using various Internet search engines (Yahoo.com and Lycos.com are two good ones) for sites related to your topic.

Many Web sites exist that offer speakers a variety of visual aids to download or print. Sometimes it’s as easy as printing a list of hot tips; other times you may want to use more high-tech animation or purchase equipment.

Many Web sites offer "Shareware" – allowing you to sample a presentation graphic, sound bite, or other software. If you like what you downloaded, after a certain time frame, these Shareware developers expect to be compensated for their product. It’s an unspoken rule.

Remember that some people are more auditory learners than visual. With this in mind, look for interesting audio files on Web sites that you can incorporate into slide shows. The more senses you can connect to with audience members, the better your chances to captivate more people. The future of information technology is directly connected to the Internet, and it’s the best way for presenters to have a global library of facts, figures, and graphics a mouse click away. Many CD-ROM packages for sale offer presenters similar options to what is found on the Internet.

Tad Simons, editor of Presentations magazine, cautions, however, "Presenters who take information off of the Internet should be aware that copyright laws apply to articles, pictures, audio files, and graphics on the Web as well. Just because it’s on the Web doesn’t mean it’s free for the taking – you need to get permission from the copyright holder in order to reuse it, or else you could be inviting a potential lawsuit."

It’s terrific to use exciting visual aids and unconventional graphics during a presentation. The danger is to make sure you don’t look like you’re just doing a data dump or trying to use tricks to cover up a lack of relevant or informative content.

Options That Are Out TherePresenters have to carefully consider their audience, its needs, and the overall objective of the speech before deciding which visual aids to use. If you are presenting to a high-tech crowd, for example, using only a flip chart simply won’t cut it.

Keep an open mind on these options:

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Slide shows/Computer-generated graphicsOne of the best software packages out there for creating engaging, dynamic visual aids is PowerPoint. I like its ability to create exciting, colorful templates that can be used very effectively in a team presentation to maintain consistency of the visual aids used. I also use a remote mouse to control presentations that I show on my laptop. A few handy tips that not too many presenters know about PowerPoint – if you click the "b" key on your keyboard you get a black screen. If you hit "b" again it brings you back to the same slide you were just viewing. This comes in handy if you want to pause between slides without showing the next one. Clicking a "w" is the same as the "b" key, only it gives you a white screen. Using the period "." also works the same way.

VideosA video works well if you need to convey motion in a presentation graphic. The video is also a great tool to convey an actual episode in life. Watching a video helps make a flagging audience more alert. It becomes almost like a theatre experience – watching the new action thriller.

OverheadsAlthough it is a low-tech option, presenters can still use overheads and effectively convey a sense of professionalism and their message. The overhead projector can help the presenter interact with the audience – writing additional points or comments throughout a speech on the actual overhead can snap an audience member to attention. Overheads are also necessary as backup in case your projection system and computer crash.

WhiteboardsThis visual aid option also allows for spontaneity and is good for displays. You need to be savvy with computer-connected boards and related software.

FlipchartsThe oldest visual aid around, back before the days of fancy electronics, the flipchart can still be a highly effective way to convey points during a presentation. If the speaker is a good illustrator, the flipchart becomes an even better way of capturing audience attention.

Products/PropsIf appropriate, consider using your own product if it is large enough to be seen by the audience, yet small enough to manage. Never pass products around during a presentation – it can be distracting. Props also can be used to create imagery. I use a magician’s hat in my "Market Your Magic" speech. It’s a very effective way to tie in my theme and make people pay close attention to what I’m doing. Another prop I use is a bar of soap to convey my ideas about packaging. Consider what you can use that will help people remember your message.

Presentations magazine editor Simons says, "It’s all too easy to go overboard on the nifty graphic options that come with PowerPoint. The key to using presentation software in a sophisticated way is to boil down key concepts into an arresting visual image – one that communicates what you are trying to say without creating a lot of excess visual noise."

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It’s important to remember that visual aids should not replace your content. They are not supposed to be your notes or relate every idea that you are talking about. Instead the visual aid is best used when it relates key points or concepts to remember. Short statements or sentences that help audience members remember and act upon your message are especially valuable to use.

Ultimately, the best thing to do is use a combination of the low-tech and high-tech visual aid options – allowing you to connect better with audience members and keep their attention riveted to you.

The IT Method is an exercise to help you develop the content of your presentation.

The IT Method is a five-step process:

1. Brain IT!2. Group IT!3. Trim IT!4. Spice IT!5. Do IT!

Brain IT! This is your chance to brainstorm – capturing ideas, concepts and information. Brainstorming is a method for developing creative solutions to problems. Your goal is to think freely, putting everything that you may want to say down on paper. You can brainstorm on your own, but often a small group brainstorming together can really augment this creative process.

Sticky notes give the creative process great fertility. You can brainstorm more freely when not hampered by a linear outline or a sequentially generated form.

With your topic identified and sticky notes in hand, capture IdeasFactsRelated storiesExamplesMiscellaneous

Write down everything and anything that relates to your subject, flavored by the particular audience you will be presenting to. Don't be concerned about relating all of your ideas or whether you even plan to use all of the generated ideas. Just capture the ideas – one per sticky note! Collect the ideas and stick ALL of them on a flip chart.

Keep your left brain (your internal editor) out of this brainstorming process. This activity is strictly a right-brain function – pure free-association idea generation.

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TIP: Brainstorming works best when a time limit is established.

Group IT!Now, mentally step back from this field of yellow sticky notes and do what you would naturally do – put the notes in groups!

Group your notes according to the natural associations you see in the material. Do not force every idea into a category – some will be left over.

TIP: If you find that a category has more than 10 notes, consider whether it should really be more than one category!

After you group the sticky notes, give each group a name or title.

Next, ask yourself the question, "Which of these groups do I want this particular audience to hear about first, second, third," and so on. Try to keep the number of groups relatively small.

Many people believe that three is the ideal number of points around which to organize your presentation. This is not an absolute! Just try to keep it simple.

Save the unused groups. They may provide input for other parts of the presentation. These groups also can provide a source for the question-and-answer period of the presentation and may be used in future presentations on the same subject to other audiences.

Trim IT!Now, simplify your notes: trim the ideas within each group and put them into a logical order. Remember, even though many experts believe three is the ideal number, you are not bound to it.

Go back to your presentation strategy and review your position, desired actions and listener benefits. Make sure you define these items in your presentation.

Usually, the desired actions and listener benefits should be stated in the introduction and restated in the conclusion.

Spice IT!You are now ready to add spice to your presentation framework! The purpose of spice is to add memorability, aid retention and otherwise enliven your presentation.

Spice it all! Don't forget to spice the beginning and ending – remember that the opening and the closing are the most important items in the presentation.

Identify where the peaks of the presentation are, and what type of spice could be added to the presentation. These are the contents of your spice cupboard:

Stories   HandoutsQuotes   AudioFacts   VideoProps   Slides

Do IT! Now that all of the planning work has been done, the presenter must write, write, write and edit, edit, edit before developing the visuals to accompany the presentation.

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This outline works well for any presentation, no matter the topic or length.

Tell them what you’re going to tell them.The main purpose of the opener is to build a relationship with your listeners. You should provide them with a map or outline of the presentation about to unfold. Once this relationship exists, they’ll listen and accept your message more readily. Your opener should take no more than 25 percent of your total presenting time.

Tell them.Decide on one to four main ideas and divide your presentation so that each of these main ideas gets a block of time. Allocate no more than 60 percent of your total time to the main message. Leave the rest for the opening and closing. In your plan, be sure to include some time every five to six minutes to tell the audience what you’ve told them so far and where you’re going next. This helps the audience stay focused and interested.

Tell them what you’ve told them.An effective closing should highlight and summarize the information you’d like your audience to remember most. It should plant a hook that will connect your listener to the inner truth of your message on an emotional, spiritual or imaginative level. For example, conclude with a story, an image or a provocative question that they can take with them.

Presenting is a reality that most of us must face. Although presenting is nerve-wracking and stressful, keeping the three P's in mind will help you get through those difficult presentations with relative comfort and ease.

PreparationBehind virtually every memorable presentation is a good deal of planning, preparation and attention to detail.

Once you've pulled your program together, check it for flow. Confirm that the logical sequence is clear in the program and handouts – not just in your mind.Make sure there are no spelling errors. It always helps to have another pair of eyes read through every slide.

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Play back the show in a setting similar to the one in which it will be delivered. If you have included multimedia content, run the show on equipment that's identical to what you'll use during the actual presentation.

PracticeIn addition to a great slide show, an effective presentation demands good delivery.

Rehearse your presentation several times. If you're presenting to a large audience, it's important to practice aloud, standing up and in the way you plan to deliver it.Try to perform at least one run-through in the room where you'll be presenting.Timing is critical to delivery, so practice your pace using a stop watch.Don't read directly off your slides or try to memorize your whole speech. Instead, use the key points in your slides to guide you through your discussion. This way, your presentation will be more natural and interesting for the audience.

PerformanceThink of your delivery as an actual on-stage performance. Ask yourself, "If I were an audience member, what would I like to see in a presentation? What would I consider a good presentation?"

Like an actor, your movements should be deliberate; don't amble around. Your movements between the podium and your audience should be smooth and confident.If you want to use technology during a presentation, be sure you're comfortable with it before your presentation begins. There's nothing more stressful than fumbling with a piece of equipment during an important presentation.Stay aware of what your hands are doing during your presentation. Keep your hands out of your pockets! It's good to use your hands to emphasize what you're saying, but try not to over-gesture since it will distract your audience.In between thoughts, avoid saying "Um…". This is a bad habit from which many people suffer. Instead, remain quiet, gather your thoughts and continue speaking when you're ready.Try to convey an overall spirit of confidence and, most importantly, try to enjoy your performance!

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For most of us, sweaty palms and butterflies occur before we deliver a presentation. But seasoned presenters know that the scariest part of a presentation can occur after your concluding remarks – in the Q & A session.

If your audience has even the vaguest interest in what you're presenting, you should be prepared for questions. While lots of people will simply listen to your spiel, clap and head off on

their merry way, there's bound to be one or two audience members waiting to inundate you with questions.

As with every aspect of a presentation, the trick to dealing with questions is to be prepared. The following tips will help you sail through your next Q & A session with flying colors

If someone asks a question that you were planning to address later on, say so. Don't try to answer then and there – you risk losing the flow of your presentation.Never interrupt an audience member. If you know the answer, let her finish and then reply. It's basic good manners.When someone asks a question, acknowledge his presence. Look directly at him and nod your head. But when you answer the question, shift your focus to the entire audience. Then refer back to the question-asker in your closing.Unless the question is crystal clear, rephrase it before you answer. This gives the rest of the audience an opportunity to hear the question, and lets you clarify the question. If you're at all confused, ask the question-asker to rephrase the question. Never attempt to answer a question you don't understand.Whenever possible, use the audience's questions to reinforce your message. Refer back to slides, reiterate your arguments and repeat case studies. In an ideal world, a Q & A session is extra time for you to present.If you don't know the answer, be honest. Offer to research the topic and get back to them at a later date. Don't lie – if someone catches you, you'll lose all credibility. Alternatively, throw the question out to the audience. If someone is an expert in the field, she'll appreciate the chance to speak. But remember, you're still in control. If an audience member launches into a 20-minute monologue, it's time to move on.

by Kirstin Carey

Oftentimes in speeches or presentations, there will be that person in the audience. You know, that person who seems to just like to cause

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trouble or hear himself talk. If you have that person in your audience, you don't have to call on him. As the speaker, you have to control the audience, and one of the best ways to deal with a pain-in-the-neck question-asker is simply to avoid calling on him.

I once attended a business meeting where a speaker poorly handled that person. Several times during the presentation, that person raised his hand to ask the speaker a question. Each time the speaker called on that person, he asked a long-winded, difficult, or inappropriate question. In fact, one time he simply made a statement. Though the audience was clearly uncomfortable and annoyed when that person was called on, and the speaker was noticeably losing her composure, she continued to call on that person and stumble though strained answers to his awful questions.

This is an example of a speaker giving up control to an audience member unnecessarily. The speaker should have avoided calling on that person after his first inappropriate question. There is no rule that says the speaker has to acknowledge an audience member with a raised hand. The speaker has control of who is called on and should not give up that control to difficult audience members.

The speaker had several options for controlling this audience member:

Ignore

The speaker could have simply chosen not to call on that person ("Just ignore him, Kirstin," my mother would say when I was younger and the boys were teasing me. Hmmm… another one of those lessons we learn as children that we should remember to use as adults.)

Set Limits

The speaker could have said, "For the sake of time and to make sure that everyone has at least one opportunity to ask a question, please limit your questions to one per person."

Write Down Questions

The speaker could have said, "I notice that some of you have a lot of questions, but I will be unable to finish my presentation if we answer all of them. Please write down your questions on the back of your business card. Mary, could you please collect those questions and bring them to me? I will answer as many questions as I can at the end of the presentation if we have time left over."

Directly Address

The speaker could have said, "What is your name, sir? John? Well, John, I appreciate your enthusiasm and your comments, but since we only have a short period of time today to go though the scheduled material, would you mind holding the rest of your comments until the

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end of the presentation?" Or, "John, your interest in this subject is wonderful, although your comments are too detailed for this presentation. Could we address your concerns afterwards?" While asking that person these questions, be sure to nod your head up and down to encourage that person to also nod in agreement.

The bottom line is: you are the speaker and therefore the person in control. Don't let one audience member ruin it for everyone else. I'm not recommending that you handle that person rudely, but keep in mind that the rest of the audience probably recognizes that person is being that person and will have more respect for you if you handle the situation firmly and effectively. Hey, the audience doesn't want to listen to that person, either.

Do'sSmile! When audience members see a genuine and sincere smile, it makes them want to smile too. What could be better than looking out on an audience of happy, smiling people?Move. Don’t hide behind your podium. Presentations can be scary, but the audience won’t eat you alive. This doesn’t mean you should pace furiously from one end of the stage to the other, but a little movement will help keep your audience awake.Test your setup before the presentation. Can you see your visual aids, slides or overheads clearly from the back of the room? Is everything working as you had expected?Present to the crowd. Consider your audience before your presentation. If your audience is a group of university students, leave your suit at home and make your presentation less formal. If your audience requires more formality, perhaps it’s best if you forget the animation. It’s unlikely that swirling text and funny noises will impress this crowd.Don’t try to impress with jargon. Never speak above the crowd in hopes of impressing people. When you’re speaking in a language that doesn’t compute, they’ll tune out. The audience may also see you trying too hard to impress and you may come across as false or insincere.Use a computer and multimedia projector. Professional presenters use a computer and projector, so why shouldn’t you? Overheads projectors are a little old-fashioned and printing those overhead slides is a nuisance. Get out of the comfort zone and try using new technology. If you’re worried about its reliability, bring your overheads as back-up.Be yourself! Be honest, open and sincere. You’re best at being yourself, so let your true self show. People relate to honesty and expressiveness.Update your slides for each presentation. Don’t use the same slides again and again. In the world of visual aids, fresh is good.Place your company logo in the bottom right-hand corner of your slides. The eye looks naturally to the bottom right corner, so if you want your company’s name reinforced, place it there. While you’re at it, why not use corporate colors for your slides? Not only is it a double-whammy but it’s also a way to stay consistent with the use of color throughout the presentation.Use light colors on a dark background and vice-versa. This seems obvious but it’s important to keep in mind. The easiest combinations to read are white or yellow bold text

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on a dark background.Bonus tip! Show a visual every one to three minutes. Using this guideline can help you stay on schedule during your presentation. In the planning stage, if you allocate a maximum of three minutes for each slide, it will help you stay on time during your actual presentation.

TaboosForgetting to turn off your screen saver. Your presentation is going smoothly, and you’re taking a little extra time to explain each of your PowerPoint slides. You turn to look at the projection screen and, in horror, realize that the audience has been watching cute little tropical fish swim for the past five minutes. If you’re using a laptop for your presentation, be sure to turn off your screen saver before you begin.Beeping laptop. If you usually present using a laptop, you’ve probably experienced the low-battery warning. It screams for attention and successfully irritates any well-intentioned audience. Bring an extension cord if you’re using a laptop and plug it in. This way you won’t have to worry about low batteries interrupting the flow of your presentation.Speaking too quickly. It’s natural to speed up when feeling nervous. But when you speak at record speeds, not only is it difficult for the audience to understand what you’re saying, but it’s a dead giveaway that you’re sweating bullets.Overusing animation. Animation is great for capturing the audience’s attention and adding interest to any presentation, if used in moderation. However, when things are whirling, whizzing and zooming across the screen, they direct the people’s attention away from your message. They’ll be too busy trying to figure out how you got your visuals to do those amazing tricks.Unexpected animation. Be sure to rehearse your animated presentation before you give it. This ensures the animation you’ve used is working properly and is appropriate for the audience. Don’t let any unexpected sights or sounds catch you off guard.Using too many bullets and fonts. Keep it simple by using only a few bullets and a maximum of two fonts per slide. If you get too many fonts and bullets, the design becomes cluttered and the information more difficult to read.Forgetting to delete all guidelines. If you’re using PowerPoint, there’s nothing worse than a slide that appears as "Click to add title." Of course the audience will forgive you, but it certainly won’t help you look like a pro.Using a font that’s too small. The smaller the font, the more difficult it will be for the audience members at the back of the room to read your information.Placing too many words on a slide. Keep the information in your presentation concise. The words that appear on the slide should spark the larger thought, not explain it. Follow the 7 x 7 rule, which limits the words on a visual to no more than seven words per line and a maximum of seven lines, for a total of 49 words or less per visual. Headings or titles should be kept to four words or less.Using red lettering on your slides. Typically, red has negative connotations. It’s almost always interpreted as a warning sign or danger, and in business it symbolizes failure or financial loss.

Bonus Tip! Spelling is important. Probably one of the most embarrassing blunders is overlooking spelling errors on your slides. Don’t solely trust your spell-checker either. Your best bet is to review your slides and then ask someone else to look at them next.

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See if this sounds a little familiar. Someone calls a meeting and as you enter the room you see an electronic projector connected to a laptop computer with a very PowerPoint-looking template projected on screen. Our conditioning, based on these simple observations, tell us that, although this is called a meeting, there’s going to be a lot more one-way communication than usual. After all, that’s what PowerPoint does best right? Not necessarily.

A prospective client flew me down to California for a meeting to determine if I was the right consultant partner to solve a specific problem his organization was having. As I walked into the mahogany appointed executive conference room, I was keenly aware that the 10 decision makers around the table were not in unanimous agreement about bringing in a consultant to help solve their corporate presentation problems. You could see it on their faces. They’d been losing millions of dollars in lost contracts and had no idea where to begin. As I started into my opening comments, I could see many of them settling back into their soft leather chairs for the long pitch. They’d sat through hundreds of these before – so they thought. This type of passive participation is the kiss of death for a consultant and any presenter looking to truly involve his audiences.

A few minutes into the meeting, I came to a screen in my presentation that simply said, "What are the top three reasons you’re losing contracts due to your presentations?" I paused and looked slowly around the table, sat down in my chair (so I was at eye level with the executives), hit the escape key in PowerPoint to bring me back to PowerPoint’s editing mode and prepared to capture their ideas. After a few awkward moments, something interesting began to happen. At first the comments were slow to come. After all, I was breaking a long-standing corporate paradigm about presentations. The executives around the table began to sit up and lean forward in their chairs. Their comments now began to appear on "the big screen." The input began coming faster and with more passion. Now they were not only interacting with me but also each other in challenging the answers that were too pat. I asked permission of the group in updating information or paraphrasing longer commentaries so we stayed in "agreement." As we quickly ran out of room on the PowerPoint screen I then asked, "How would you order the top three?" We started sliding bullets around and within a few minutes there was general consensus. From

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my perspective, we had managed to do in 10 minutes what would have taken 10 weeks if I had tried to create consensus via e-mail or voice mail with the same group. Consultants can never help design solutions when there is no agreement on the problem.

I jumped back into my prepared presentation but now with the sharpened focus of those around the table. They were listening more intently because I had taken the time to listen to them. Twenty minutes into my prepared presentation I asked, "What are you looking for in a consultant partner?" Now they were ready as I exited out of the presentation process and we once again went interactive. The list filled up even quicker this time but now with information that was critical to my success. They had just provided the road map for my ability to capture this major contract.

I liked the way this presentation went, but I understand that corporate cultures play a large role in how free individuals feel to share their ideas. This meeting could have had a very different outcome in a "top-down" managed company where intimidation colors individual contributions. Collaboration won the day, however, and the best part is that they learned a new use for a tool residing on all their desktops. It’s like when you discover a $20 bill in your billfold that you didn’t know you had. It’s always a good day when we find something of great value where we least expected it.

It's 3 pm on a Tuesday afternoon and you're delivering an important presentation to one of your company's most prestigious clients.

Things get off to a good start, your audiovisual equipment is working and there's no need to refer to your notes; you know this speech inside and out. You're a little nervous but that's to be expected. Besides, you have your trusty podium to hide behind between PowerPoint slides. You know it's important to connect with the audience so as you go through your presentation you glance at the picture on the back wall every so often – a little trick you picked up – to look like you're making eye contact.

Ten minutes into your "awesome" presentation you ask a question and

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no one responds. You look up from your PowerPoint show and glance around the room only to see bobbing heads, glazed-over eyes and…hey, the president of the company has dozed off. Oh no, it looks like instead of "knocking 'em dead," you've knocked 'em out!

The Real Challenge...Unfortunately many people think that once they've organized all the

information they need for a presentation, their work is over. In reality preparing is only half the work. The real work is holding people's interest long enough to get your point across. You can write the greatest speech in history but if you can't keep your audience's attention, how will they ever know?

To ensure your message is received loud and clear, try paying attention to body language – both your own and that of your audience.

Beat Boredom You can greatly improve your presentations by simply paying attention to the messages you send your audience with your body language. Are you standing in the same spot for the entire presentation? Is your voice flat and uninteresting? Or maybe you aren't using any hand gestures to get your point across. All of these things can make a presentation a little boring.

Celeste Sulliman, Assistant Professor, Communication at UCCB, says one of the keys to keeping your audience interested is making eye contact with your entire audience, not just one or two people. "This draws the audience into your presentation and allows you to make an interpersonal connection with them."

Remember to move around! You don't have to do cartwheels, but do shift from one area of the room to another periodically. You might also try moving forward so you're closer to your audience instead of hiding out behind your podium. 

Don't speak in a monotone voice as if you're reciting your speech word for word. Sulliman suggests that you be enthusiastic and animated. Speak to your audience in a conversational manner just as you would to someone in a business meeting.

Decoding the Silent SignalsYou can also improve your presentation by noticing the messages your audience sends back to you through their own body language. Check out their reactions to what you're saying. Are people nodding their heads in agreement or are they just nodding off? If they look puzzled, stop and allow them to ask questions.

Watch for signals of boredom or misinterpretation. Are they leaning toward you to listen or are they sitting back with their arms folded?

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When members of your audience are slouched back in their seats letting their eyes wander it usually means they're uninterested in what you're saying. But if they're sitting back with their arms folded across their chest, staring at you, they may have been offended by something you've said. If you're paying close attention, you can catch this and clarify your statement without any negative feelings.

The best speakers make you feel as if they're having a normal conversation – not spewing out a memorized speech. So relax and remember these tips – they may just help you avoid turning your presentation into nap time.

To learn more about body language, visit:www.top7business.com/archives/success/092298.htmlwww.usatoday.com/careers/news/usa024.htm

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Fifty-five percent of everything you say is what you LOOK like when you speak. Thirty-eight percent more is in how you actually DELIVER the information and only seven percent is what you say. This is not to say that content is not important; rather, it needs to be streamlined and well planned. More importantly, since ninety-three percent of the communication is physical, the actions of the presenter become a critical part of the communication that either distracts from or adds value to the seven percent.

Here are five actions to ensure that your presentation delivery adds value to your message.

1. Establish and AnchorWhen presenting with visual support, you need to set an anchor for the audience to watch and read. Anchor your body to the same side as the starting point to read the language (i.e., left to right or right to left).

For presentations in English (and many other languages), you must stand on the LEFT SIDE of the room – that is, the left side from the audience point of view. In the English language, we read words from left to right. The eye is less distracted if it sees the presenter speaking from the left, then glances slightly to the right to read the visual (left to right) and then returns to view the speaker again.

2. Build a TriangleWhile standing at a fixed distance from your display equipment, draw an imaginary line from the eyes of the person sitting on your far right, to the screen. This becomes the long end of the triangle, an angled wall. From each end of this line, draw two lines meeting at a 90º angle to complete the shape behind you. This puts you inside a large triangle. Using the "angled-wall" as a boundary, simply move along the wall without penetrating it. If you step through the wall, people on your right will not be able to see the screen.

There are only three positions of the triangle: the front, near the audience; the middle, where you should be most of the time; and the back, near the screen. You need to move to these points periodically and with authority. Choose the back of the triangle when the visual is complex and the front of the triangle when you want a closer

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connection with the audience.

3. Play the AnglesThe positions of your shoulders also enhance communication. For most of your talk you should be at a 45º angle to the audience. To create the angle, point your shoulders to the opposite corner of the room. This is a REST position. It establishes a non-threatening stance for the audience and opens your body to the screen when you need to gesture or move.

When you square your shoulders to the back wall of the room, you move into the POWER position. It's a signal that the information being communicated is of greater importance. But don't stay in the POWER position too long or the effectiveness will diminish.

When you understand how body language communicates to the audience, you'll realize that choreography (movement) drives content. Decide where in the triangle you want to deliver certain points, then see if your visual design (simple or complex) supports your presentation. If it doesn't, change the visual content, since it represents only 7% of the communication.

4. Please the CrowdMaking eye contact is critical to your credibility and the audience’s comfort. The less time you spend looking at people, the less effective you will be. Talk to people, not to objects like the equipment, the screen or the exit sign.

Natural pauses between your sentences give you a chance to make eye contact, breathe or even think. Phrasing and pausing allow for smooth transitions and more consistent delivery.

Finally, smile. If you are not having a good time presenting, how can anyone have a good time watching? It only takes two muscles to smile.

5. Lend a HandThe best gesture you can make as a presenter is "reaching out." When the palm faces up as the arm extends out to the audience it is a very friendly move. Be aware that the audience’s eyes travel wherever your hands move. When your hands aren't moving, avoid bringing them together and simply let them rest at your sides. Use your left hand to gesture to the screen to help guide the eyes of your audience to specific points in your content.

To That End…These five points represent a small part of the mechanics of presenting. You must also pay attention to other elements such as vocalizing, controlling room setup and working with the technology. Our seminars and one-to-one coaching sessions emphasize the importance of action in delivering information. By reducing distractions of the body and working on movement, we ensure that the content can be better understood. The book Purpose, Movement, Color

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(MediaNet), the book Special Edition Using Microsoft PowerPoint 2000 (Macmillan) and the CD The Art of Presenting are publications which discuss these presentation skill issues in depth. For more information and a free tip-of-the-week, visit our web site at www.medianet-ny.com.

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The first step to overcoming bad delivery habits is to be aware of them. Do you have any of the following bad presentation habits? If you aren’t sure, try videotaping your next presentation to find out!

Annoying MovementsThese actions focus the audience’s attention on what you’re doing rather than what you’re saying. Everyone has nervous habits, but the key is to become aware of them and try to control them.

Too Many GesturesThe only thing worse than using no gestures is using too many gestures. Again, the audience focuses on the motion of your hands and not your message.

"Um," "Ah" and "And"These words distract from your presentation’s content, diminish your authority as a speaker and can make you seem unprepared.

Loud ClothingClothing is a device we use to express ourselves and our individuality. Try to ensure that the clothing you choose matches the tone of your presentation and your audience. If you’re trying to present yourself in a professional manner, stick to standard business attire. After all, your audience may have difficulty focusing on your message if they’re staring at your leopard-print suit.

Overlooking EditingNothing looks less professional than misspelled words. It signifies sloppiness and can cost you your credibility. Take the time to look over your visuals – at least twice!

Turning Your BackDon’t talk to the projector screen, interactive whiteboard or flipchart. If you need to reference a visual, turn your body a maximum of 45-degrees towards it.

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It’s vital that the first moments of your presentation grab your audience’s attention. Not only does a great introduction provide an overview of what will be discussed, but it should also convince the audience that your presentation will be relevant. So how can you prepare an introduction that’s exciting and intriguing? Read on!

1. Ask a QuestionAsk either a rhetorical question or one that seeks a response from the audience. If you want the audience to respond, make it easy for them to do so. Ask a question that can be answered with a yes or no, or call for a show of hands. For example, "How many of you are tired of unproductive and inefficient meetings?"

2. State a FactBegin with a fact or statistic that supports the topic of your presentation. For example, if your topic is the importance of meeting efficiency you could use a statistic such as, "Most professionals attend a total of 61.8 meetings per month and research indicates that over 50 percent of this meeting time is wasted."

3. Tell a JokeHowever, be sure that the joke is appropriate! If you have any doubts, select another joke or a different method. Also be sure that the joke is relevant to your topic and the speaking situation.

4. Tell a Relevant StoryEveryone loves a well-told story, especially a personal story that relates an experience you had with some aspect of the topic being discussed. People are drawn to hearing about the experiences of others, and stories provide an opportunity for the audience to get to know you.

5. Use a QuotationWith the help of the Internet, it’s easy to find a quote for just about any topic.

6. Make an Emphatic StatementA powerful statement captures the attention of your audience and sets a dynamic tone for your presentation. For example, "It’s time to take control of your unproductive meetings. Refuse to let them eat away at your bottom line any longer!"

No matter which type of introduction you select, make it enthusiastic! If you’re interested in what you’re saying, the audience will have a reason to be. And remember to practice your introduction several times before presentation day because, as they say, you won’t get a second chance to make a great first impression.

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You’re sitting in a meeting and someone gets up to do a PowerPoint presentation. Great, you think to yourself, another show with an overused template, text flying all over the screen and a format that’s too hard to follow. To your surprise, this presentation flows smoothly and the image is clear and understandable. How did the presenter manage this? How did they create a presentation that maintained my attention? By following some simple tips and tricks already embedded in PowerPoint, you too will be able to improve the appearance and delivery of your next presentation.

Make a Bold, New StatementStart with a fresh, new background template. The latest versions of PowerPoint allow the user to create a new template and define the colors and layouts. Alternatively, you can search the Internet for Web sites that offer free template downloads - simply enter the following search criteria: Free;PowerPoint;Templates. This will provide a list of useful sites. If you have the budget, an agency can design a professional template for you.

Become a PowerPoint MasterPowerPoint has two built-in Masters – the Title Master and the Slide Master. The Title Master allows you to create a common style for all title slides (opening, closing and transitioning). The Slide Master controls all other layout functions. You can change something in one location and the Slide Master will then automatically apply that change throughout the presentation. Include anything you need, a logo or slide numbers, and watch as they are displayed on every screen.

Retain Your Audiences AttentionWhat’s everyone looking at? Often the presenter will be discussing a slide while audience members direct their attention at the screen and not at the speaker. Maintain their attention by simply pressing the "b" or "w" keys. Pressing either of these keys will blank the screen removing all distractions and allowing the audience to focus on what you’re saying. Simply hit the key again to return to your presentation. At the end of your presentation, include a couple of blank screens. This will prevent you from returning to the slide-editing page if you advance to many slides at the end of your presentation.

Animate Your MessageIf you really want to have to some fun with your audience and ensure

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the information gets across, try sending subliminal messages. Select a text box on any slide and click the Animation Effects button on the tool bar. Click the Flash Once button. The selected message will flash once quickly and then disappear from view. This feature can be quite funny if used in the right situation. For example, if you were presenting the policies for your company’s upcoming Anniversary Event, you could flash "FUN" at the start of every screen, letting your staff know that you want the celebration to be a fun experience for your customers and employees. Other Animation Effects are also available – explore these features to discover how to make your presentation more dynamic. Resist the temptation to overuse these effects. Balance between creating a dynamic presentation and communicating.

One of the most common mistakes that presenters make is failing to modify written work for spoken presentations. Obviously we don't write and speak in the same way – and the language used in your presentation should reflect these differences.

Keep It SimpleRemember that your audience doesn't have the luxury of rereading a particular sentence or paragraph. If they don't grasp your point immediately, you've lost them. Don't use your presentation to showcase your extensive vocabulary (or to utilize a great thesaurus). Instead, use short, familiar words. "It's rare to see a purchase like this in the garment industry" is much clearer than "A procurement of this type is unprecedented in the garment industry."

Keep It ShortIn the same vein, use short sentences. For example, "Please let me know if there's any further information you need" versus "Please feel free to contact me by phone or e-mail if you have any questions or require any further assistance in the near future." Not only are short sentences clearer to the audience, they're easier for you to deliver without pausing mid-sentence.

Make It ClearAvoid vagueness at all costs. Your audience will start tuning out, and once their interest wanes, it's difficult to get it back. For example, "Profitability is estimated to decline in the next fiscal year" is nowhere near as memorable as "Sales are estimated to fall by 33% in the next 12 months. That's a $2.3 million loss."

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Make It VisualUse visual references that your audience can relate to. "Our upcoming ad campaign will feature three 24' x 30' billboards" will be instantly forgotten. While "Our upcoming ad campaign will feature three 24' x 30' billboards – each billboard being the size of a double-decker bus" provides a visual reference that will reinforce your message.

Make It PersonalUse personal rather than impersonal language. "I'm sure you all realize the implications of this policy" will resonate more with your audience than, "This group is bound to realize the implications of this policy."

Make It RelevantTailor your presentation to your audience. If you're speaking to a group of colleagues, use colloquialisms and jargon where appropriate. If you're pitching an account to a new client, use formal language. The key to effective communication is using language that will help you relate to your audience.

You've all experienced the speaker from Snoreville. You know whom I'm talking about, the presenter who drones on about this profit margin or that market trend but never really gets his message across. Do you fear that you may be from Snoreville? Is your speaking style sabotaging your message? Don't worry – just take note of these easy tips and make your next presentation worthy of sitting up and paying attention!

1. Practice Whether you practice in front of the mirror, your friends, family or pooch, rehearsing really helps you polish your presentation skills and increase your confidence for the big day. Even brides need a wedding rehearsal! I can't stress it enough – practice and then practice some more!

2. You Look MarvelousDifferent clothes give us different energy levels, and if you can feel it, so can your audience. Wear your favorite suit, press that crisp white shirt and don't forget to coif your lid the morning of your big presentation. It's a great confidence booster to look professional and feel good!

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3. Now, Without the Marbles in Your Mouth What's more aggravating than trying to pay attention to a speaker who's mumbling or "umming?" Record your presentation while you're practicing (see tip #1) and then count the number of times you say "um" or "uh". Now try it again and try to cut down on the stumbling. Elocution really pays off.

4. Speak UpYour message is worth hearing so don't forget to breathe and project your voice to the back of the room. To be on the safe side, request a lapel microphone to ensure that the entire room will hear you.

5. Move Your Body Some well-timed hand movements or taking a few steps while you're speaking can be a highly effective way to engage an audience's attention. No one wants to look at a stiff board. But remember that you should be energetic and professional when gesturing – not spastic or uncontrolled. 

6. Visual Aids for Dummies It may seem obvious that your PowerPoint slides should be clean and uncluttered but you know firsthand that people often forget the golden rule: less is more. As a rule of thumb, take a hardcopy of your slides and place them on the floor. If you can't easily read the text on a slide, increase the font size and cut down on the number of bullets per page.

7. Embrace Anxiety A little bit of nervous energy is a good thing. Your natural physiological reactions to think faster and talk with greater intensity will give the perception of a high-energy presentation, so don't sweat it.

8. Story Time Telling a story is a great way to loosen up and engage your audience. The best stories draw on real-life experiences that relate to your topic. An unscripted story gives listeners a break from statistics and data and allows them to internalize the message with a memorable scenario.

9. Know Your Technology No one likes to fumble with cords and remote controls. The day before your presentation, get a techie to show you how to use any unfamiliar presentation tools and do a general walk-through of the equipment.

10. Just Tell It Like It IsUse conversational language and get to the point. Avoid jargon and large, multisyllabic words because you'll come off pedantic (oops!) instead of profound. Most people appreciate short, concise messaging so skip the flowery prose and tell them what they need to know.

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