Successful presenters are artists, masters of design. They carefully address each point covered in this article.

Convincing people to act on your ideas is an art. If you are one of the people who approach preparing content by opening PowerPoint, this newsletter is for you. What follows are five content tips that will help you to create high impact presentations. On the surface, they may seem too simplistic. The reality is that most people overlook these pointers and end up with content that is confusing or uninspiring.

Tip 1.

Take the time to know your audience. Don’t make the mistake of assuming they are just like you. People have different learning styles and clear preferences for the way information is presented to them. Begin by creating a list of all the people who will be attending your presentation. If possible, understand the personalities that you will be addressing. Know how they think. For example, are they more oriented to the big picture, processes, details or relationships? Learn ahead what they care about, what they might find objectionable or why they might resist your topic.

Tip 2.

Grab attention with a focused opening. You have two minutes to gain and hold the attention of your audience. If you waste time or begin without clarity of what you want listeners to think or do differently, you will lose your audience. They will begin to respond to email, even though supposedly listening to you. A study by the Institute of Psychiatry in London found that participants who were interrupted with emails performed worse on IQ tests than those who were under the influence of marijuana. Just imagine how receptive your audience will be if they are responding to email. Listeners only care about themselves and what you can do for them. Your opening statement should cover three things: what you know to be a problem or issue, what you want them to do or think after your presentation and why it will be a benefit for them to act on your recommendation. Hiding your “ask” to the end is a mistake. People listen better if you tell them up front these three key things. Your opening statement should be compelling and delivered in less than two minutes. Short sentences with strong verbs and adjectives will grab attention quickly.

Tip 3.

Present a simple, well supported argument. An audience has a limited processing capacity. Less is more! Researchers tell us that the most people can remember at a sitting are five key points. However, three really maximizes retention. While there may be a lot to say, consider your audience and what is critical for them at this particular moment. Discussing information they don’t care about is a waste of your time and theirs. Remember people are besieged by information. Additionally, today’s audiences are much more skeptical because they are used to people “spinning” a good tale. Be sure to support your data with metrics or analyses and explain where your information comes from. If your information solves a problem, your listeners will pay attention. If not, they won’t! In fact, Henry Boettinger in his book, Moving Mountains, says the only reason for the existence of a presentation is that it be an answer to a problem. Lastly, make sure one point logically leads to the next. Strategically, organize your content.

Tip 4.

Go for the heart. When people hold strong opposing attitudes, they “dig their heels in” and hold on to their old way of thinking. To overcome resistance, move them emotionally. Advertisers tell us that logic plays only a small role in changing attitudes. People are swayed by stories, examples and brief anecdotes because they can picture, and even feel, what you have said. Nobody remembers a bullet point list, but they will remember your story. The likelihood of listeners being persuaded improves dramatically when there is a high emotional component.

Tip 5.

Conclude on a strong note. It is easy to overlook the importance of a strong conclusion, especially if running out of time. Many presenters end on a limp note, by saying, “Thanks for your time” or by quickly showing the remaining slides in their deck. Your conclusion is the last thing people will remember. It is important for you to reinforce your point of view, the action you want people to take going forward and the benefits they will derive.

Successful presenters are artists, masters of design. They do not skip steps. They carefully address each of the areas covered in this newsletter. Save this newsletter to your desktop as a checklist.

Question: >Have you had presentations that were not successful? What have been the issues? We’re interested in your reaction to this article. We’re interested in your reaction to this article. What else have you found helpful when you have prepared for a large group presentation?

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

With a limited number of key points, listeners have a better chance of remembering what we have said, and they can accurately share that information with others who have decision-making power or with those who missed the presentation.

We speak to be understood, yet as Robert Greenleaf once said, “Many attempts to communicate are nullified by saying too much.” When asked about information overload in the House of Congress, Representative John Brockmann responded “Most houseplants in the U.S. are killed by over-watering.”

Business Professionals today attend meeting after meeting where they are barraged with information. At the end of their week, they may remember only a small portion of the information they were told. Experts agree that if you want your message to be understood, as well as remembered, it is important to make it simple. In fact, simplicity is the most powerful tool a communicator has.

As speakers, we know a lot about our topics, and our tendency is to want to share everything we have learned. Our assumption is that people will have the same fascination as we do. Dan and Chip Heath in their book, Made to Stick call our problem of “over-talking” the curse of the information era.

Too much information overwhelms listeners. Instead of persuading, it creates confusion and often delays decisions. Ideally, a speaker should think in terms of sharing three key points with an audience. Dan and Chip Heath suggest that a speaker focus on his core message and around that, pick the key points that will change the hearts and minds of the particular audience. Information that is interesting to us, but not to the audience, falls on deaf ears. Thus, to make your viewpoint stick, the audience needs to see that it connects to their world on a granular level. For each point that you include, ask yourself “What would this mean to them?” If the answer is “nothing,” it’s a good indication that you should disregard the point.

When you think about expressing your points, remember that we convey ideas through nouns and verbs. Starkly naked points can be riveting. Adjectives and adverbs often add clutter. Demystify your ideas by stating them clearly and simply. Do not bury your points in long sentences or over-connect your ideas with clauses.

As speakers, we are actually rehearsing our audience to spread the “good news.” With a limited number of key points, listeners have a better chance of remembering what we have said, and they can accurately share that information with others who have decision-making power or with those who missed the presentation. They leave energized versus frustrated or bored.

Question: How many points do you typically discuss in any meeting? We’re interested in your reaction to this article. What else have you found helpful when you have prepared for a large group presentation?

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

As you prepare for your next customer meeting, spend time thinking of one or two stories to make your topic come alive and to create a memory hook for your customer to share your idea or solution to others.

Most managers or executives begrudging attend meetings with vendors or salespeople. They look upon them as an interruption. The last thing they want when they are busy is more information about a product or service thrown at them. When they actually do meet with you, they are often distracted and pre-occupied- anything but focused on you. Afterwards, they quickly forget your message as they move to another meeting. Your job is to pull distracted executives into your world; otherwise, all your hard preparation is for naught. A golden opportunity may be lost forever.

A great way to engage multi-tasking decision makers is with a good story. People love stories. Since Biblical days, it is the way we have learned and retained information. By telling a story, your value proposition comes alive. If you aren’t already incorporating stories into your conversations, you need to get on the bandwagon.

The mistake that many of us make is to think our listeners want only the facts, the data. We assume we might waste time and annoy them if we tell a story. While managers do need the facts, the data becomes relevant or makes sense through your story.

Consider for a moment how many people like yourself your customer sees in a day or a week. Often customers get confused when so many companies seem to promise the same thing. The one that wins the business is not necessarily the one with the best solution. It’s the one that connects with the customer. A story can do just that.

Many people feel they are already using stories when they cite a case study or an example. While these do add color, the human or emotional element is missing. Remember, data is sterile, while stories paint a picture.

Stories have to be short-two minutes or less, and the link between your story and what your customer cares about has to be obvious. Your story has to be rich enough to keep your customer engaged from start to finish.

A good story needs a main character, someone with whom your listeners can identify. For listeners to visualize it, your story also needs a setting and some action. The action begins with an inciting incident and intensifies with additional difficult challenges your hero or main character must overcome. Finally, your story needs a strong ending or resolution.

If your story is engaging, your customer will connect on more than an intellectual level. Pay attention to the fact that there are three levels of connection. The first is to think, the second to feel and the third to remember. This third level is where you should aim. It is reached when you tie your story to your customer’s business issue. It enables your customer to repeat your value proposition to others after you walk out the door.

As you prepare for your next customer meeting, spend time ahead thinking of one or two stories to make your topic come alive and to create a memory hook for your customer to share your idea or solution to others. Remember, any event in your life can make for a good story.

Question: Have stories worked for you? What results have you seen when incorporating a story? We’re interested in your reaction to this article. What else have you found helpful when you have prepared for a large group presentation?

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

Executive Level Presentations – It’s all about the ideas and figuring out how to execute on them.

An executive’s time is valuable. These individuals go from meeting to meeting. It is not unusual for them to have as many as 10–15 meetings a day. For Marv White, Chief Technologist for Innovation at ESPN, an entertainment sports programming network and formerly CTO of Sportvision, a sport and data content company that created the “yellow first and ten line,” it’s all about the ideas and figuring out how to execute on them. In interviewing Marv, he offered these suggestions on what a successful executive level meeting should be.

1. Come in with your ideas well thought out. I don’t want to try to figure out what the person is proposing. I want to get the point and get it quickly. I have a million things on my plate. Keep your ideas tight, concise.
2. Have the data that supports why your idea is a worth listening to. As the CTO, I am responsible for making correct decisions, investing wisely. If you are going to pitch to me, I need your points well supported. Don’t show up without the data. On the other hand, people may give me too many details. It makes it difficult to keep everything straight. Speakers who offer too much information usually do a bad job and go down a rat hole. Again, come in with your ideas well thought out. Think about what information I need to make a decision. Then, stop.
3. Show you understand who will be receiving this message. In the entertainment business, empathy for the viewers is critical. You absolutely have to get into the shoes of the sport fans. You must consider how this would relate or be perceived by a variety of audiences.
4. Don’t recite a script. I need to be engaged. Ask for my input, my concerns. I am probably going to interrupt you anyway. It makes a better impression on me if we are having a dialogue. I am not a big fan of monologues.
5. Winging it doesn’t usually work, unless you’re really, really smart. Be ready for some tough questions. Think about what I might ask ahead of time in order to decide.
6. Consider a “Show and Tell.” It’s OK to show me PowerPoint^®, but I am more excited by video clips or examples of devices, such as a hockey puck with electronics. I don’t hate slides, but often, it is just not the best way to present the information. Live demonstrations or animated computer clips really help to focus the discussion.
7. Be truthful. In this business, it is easy to indulge in wishful thinking. Be upfront, clear and honest, and you won’t go wrong with me. It is important that I stay on top of people’s projects. Tell me the milestones. What’s difficult or risky? What are the ramifications of not doing something? Be candid. Show me how your idea fits into the business.

Regardless of your industry, Marv White offers solid advice for making executive level meetings successful. Pay attention to his suggestions and you will undoubtedly have the advantage.

Question: We’re interested in your reaction to this article. What else have you found helpful when you have prepared for a large group presentation?

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

With solid eye contact, you instantly appear transparent and confident. You project sincerity and demonstrate respect.

How you relate to others matters when making a face-to-face presentation. What creates a connection with any executive, manager or peer, first and foremost, is strong eye contact. Sustained eye contact should begin the minute you walk in the door. With solid eye contact, you instantly appear transparent and confident. You project sincerity and demonstrate respect. However, remember that being nervous can cause your eyes to shift and dart. There is a big difference between glancing at someone and really connecting with them. Not only will poor eye contact make you appear unsure, but it may also result in you and your message being dismissed.

When you feel you are not on an equal playing field with others in the room, strong eye contact can narrow the gap. It can also help you to read other people’s reactions. If their non-verbal messages are positive, it will help you to relax. If the feedback indicates resistance, you can adjust your explanation accordingly. The beauty of giving strong eye contact is most people will likely return it, almost as if there is an obligation. Consequently, you will keep even the most easily distracted attendee engaged and focused on critical points. Sustained eye contact typically triggers:

• Listening
• Acknowledgment
• Understanding
• Trust

It is a critical skill for effectively communicating and building credibility. Never underestimate its importance.

Another way to intensify the relationship with others in a meeting situation is to allow your spontaneous sense of humor and playfulness to surface during the conversation. However, many people feel it is too risky and inappropriate on the job. When you leave your sense of humor at the door, you are missing a powerful tool for achieving your communication goals. Humor creates rapport and makes even the most senior executive more receptive to you and your message. A dash of humor can also help resolve difficult situations or defuse tension.

A lot of people think you have to be a comedian and tell jokes to convey a sense of humor, but that is not true. In fact, you should never try to be a joke teller. Rather, identify the types of things that make you laugh. For example, if you recently came across a funny quote, you might weave that into your conversation. If you notice someone appears confused, a humorous analogy or example may help clarify your point and alleviate frustration. Often times, real life is funnier than fiction anyway. An amusing story related to your topic rejuvenates interest when attention is lagging. If you poke fun at yourself, you convey that you are relaxed. The bottom line is people like to laugh. Business professionals are no different.

Connection also comes from being observant. If you know that someone in the meeting is devoted to family, a chocoholic or loyal New Yorker, the observant communicator would incorporate these observations into examples or analogies.

Lastly, those that know the importance of building a relationship use the person’s name throughout the conversation and the pronoun “we” to draw commonalities that subtly suggest you are just like them. “We’re both eager to see…” or “As you and I both know….” As the conversation intensifies, these little things matter.

Question: We’re interested in your reaction to this article.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

While large group presentations can be daunting, these tips should serve as good reminders of what needs to be done so that you get rave reviews.

What is the difference between your audience and an elephant? An elephant never forgets; an audience occasionally remembers.

You go to a lot of trouble to prepare for a large group presentation. You want it to be a success and people to feel their time was well spent. If you can put a check in front of the following guidelines, you will likely score a win.

1. Know your audience. Learn what they are expecting and what they care about. Talk to others who have spoken to this group. Find out titles and functions and make sure you are delivering a listener-focused message.
2. Keep your message simple. The more complicated your ideas seem, the more difficult it is for your listeners to agree. Ahead, know what you want to accomplish. Start strong with a compelling opening statement. Develop a limited number of key points. Resist the temptation to tell them all the interesting factoids about your topic. Remember, listeners rarely remember more than five main ideas. Three are ideal. End with a bang. Have a strong call to action.
3. Incorporate stories, examples, analogies, and quotations to increase retention and connect with the audience. To keep people’s attention, be sure to add plenty of examples and stories. Remember people are moved by their heads and their hearts. If your topic is technical, analogies will help those people with limited knowledge. Think of the well known visionaries in your field and quote them. For example, if you are speaking about computers, include a pithy comment from Bill Gates or Steve Jobs.
4. Add humor. In a large group presentation, it is expected. That doesn’t mean you have to be Jay Leno. A quick barb or irreverent aside work wonders to wake up your audience. It also builds rapport. The best speakers always lead with a humorous story before they jump into the content.
5. Practice, practice, practice. Rehearse with your slides, as well as the equipment. Use your own remote and laser pointer. Don’t try to memorize, but rather, digest key points; then, stick to your script. It is dangerous to ad-lib. Practice out loud and on your feet at least six times. The best speaker’s have notes, but they never depend on them, nor do they read from their slides.
6. Create slides that aid comprehension and engage the audience. While you don’t want it to be gimmicky, your slides should have some “Hollywood” when it is a large group presentation. Pictures are important; so are titles.
7. Keep your eyes on your listeners. Watch their body language. It will help you to see how well they are paying attention. If they are walking out the door, you are not doing enough to engage them. At the beginning, look for a person in the back of the room to talk to first. Your head will be up, and you will look confident. If you look down, you will look unsure.
8. Show you are a leader. Don’t hide behind a podium. It puts a wall between you and your audience. Purposely move towards various sections of the audience. Avoid meandering.
9. Watch your speed. Take your time. Don’t rush. Give people a chance to digest your ideas. Spend at least 10 seconds on each slide, but no more than a 100. If it takes you 2-3 minutes to explain your slide, break it up into two slides.
10. Be dynamic. Show passion in your body and voice. Make sure your voice sounds energetic. Utilize big gestures. Small gestures won’t be seen in the back of the room. Don’t forget to smile. A tense face will send the wrong message.
11. Dress up. Regardless of how the audience is dressed, you need to show you are in charge of the room. This is typically an occasion for a suit and tie or a dress and heels.
12. Stick around afterwards. Large group presentations are rarely a good venue for taking questions from the audience. People won’t be able to hear them. Too much time will be lost if people queue at a microphone station. Let people know you welcome questions and will be available afterwards or will respond to any unanswered questions via email. Any handouts should have your contact information on each page.

While large group presentations can be daunting, these tips should serve as good reminders of what needs to be done so that you get rave reviews.

Question: We’re interested in your reaction to this article. What else have you found helpful when you have prepared for a large group presentation?

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

Remember, people identified as strong communicators rise in an organization.

We have all heard speakers who are exceptional – their message is clear and it is delivered in a compelling manner. People like Steve Jobs, CEO of Apple Computers, Steve Ballmer CEO of Microsoft and John Chambers, CEO of Cisco Systems fall into this category. However, these gentlemen would be the first to tell you they weren’t born being a gifted speaker. They practiced and practiced and received good coaching along the way.

Malcolm Gladwell, in his book, Outliers, says those who fall into the “Best Category,” whether they are musicians, hockey players, surgeons or speakers, practice more than anyone else, a lot more. Gladwell says it takes 10,000 hours of practice to move into the “Elite” grouping. While you may be thinking, you might as well give up now; stop for a moment and think about how you can practice and be coached to improve your current standing.

We all attend meeting after meeting. In any one day, we may attend three or four meetings. Each meeting is an opportunity to share a well constructed message or idea and to deliver it fluidly. Each meeting is also an opportunity to receive coaching and formal and informal feedback.

Before an important meeting, do a practice session with your mentor, boss or team and elicit their suggestions on content and delivery and make the necessary changes. In a staff meeting where you will be a contributor, tell a colleague to give you informal feedback on something you have been practicing. “Hey Jack, I have been working at extending my eye contact to a full sentence or thought with people. When my update is over, can you pay attention to whether I am looking at people one at a time for a full sentence or thought each?”

In many organizations, communication has been identified as a key initiative. Everybody needs to work at getting better. Often a checklist is available for a boss or manager to complete on any speaker they may hear. Formal checklists typically highlight areas of strength and areas for improvement. As you nail one skill, move towards conquering another.

Outside of the work, we may belong to professional associations or clubs. These environments are also great places to practice and count toward your 10,000 hours. Over coffee, while socializing at your accounting association’s monthly meeting, practice a balanced posture. At your book club, when it is your turn to review this month’s selection or offer an opinion, be sure you practice having energy or infection in your voice.

With our friends and family, we can have many opportunities. You can certainly practice eye contact around the dinner table, vocal variety while reading to your toddler, or broader gestures standing in your yard talking to your next door neighbor. You can even practice on your own in front of your bathroom mirror. Many diligent souls use their cell phones to monitor volume, fading or filler words, such as “Ums and Ahs.”

If you think about it and are dedicated, you can amass a thousand hours in no time at all. However, you must make the commitment. You must want to be called “Best.” Remember, people identified as strong communicators rise in an organization. Those with mediocre or poor communication skills eventually stagnate or are asked to leave. The payoff for hard work is well worth the effort it takes to practice.

Question: When you give a presentation, what is challenging for you? What worries you the most? We’re interested in your reaction to this article.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

Making a powerful impression on others.

How often have you heard someone say to you, “You need to be more influential?” When we hear that request, often we don’t know how to address the issue. From a communication standpoint, three issues are critical to making a powerful impression on others. People need to:

• Understand your ideas
• Accept them as appropriate
• Trust you as being honest and credible

Understand your ideas
When you are presenting your initiative, people have to follow your logic. One point logically has to lead to another. Ideas have to be well supported. You have to provide the data and analytics to make people comfortable moving forward. Decision makers are risk adverse; they do not want to make a mistake. Although most of us provide the metrics, we may provide too many details. We may also bury our thoughts in long convoluted sentence structures, leaving executives confused and unable to provide a decision. If you present a simple, well documented solution, you increase the likelihood of having real impact.

Accept your points as appropriate
Leaders accept your points as appropriate if they fit into the identified initiatives for the year. They expect you to do your homework and know what those key ideas are. For example, if the company’s thrust is to grow business in emerging markets and your idea shows how to do that, it is likely your idea will be considered. On the other hand, if your plan is to develop a marketing campaign around a product that is considering a faltering brand, you probably won’t be successful, unless, for example, you can show a trend among the 35-45 year olds for loyalty to products that they loved in their youth. Speakers who show influence always connect the dots. They don’t expect their listeners to do it.

Trust you
People need to trust a speaker as a “straight shooter.” Some people are trusted because they have many years of experience and truly understand the business. Their reputations precede them. Others whose reputations are not well known are trusted because they “appear” confident. Their body and voice show that they believe in what they are saying. They stand erect, look people in the eye, gesture in a meaningful way and sound passionate. They easily answer tough questions and sound sure. The speaker who “hems and haws” and reads from notes or slides is not likely to get a positive reception.

While a lot of factors come into play when influencing others, from the perspective of communication, do not overlook the importance of presenting a simple, well supported argument, tying your ideas to the company’s critical issues and delivering them with confidence and conviction. People will never give a nod of approval to someone who rambles, hasn’t done his homework or looks or sounds tentative.

Question: Share what has helped you to be influential. We’re interested in your reaction to this article.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

Difficult audience member need to be contained.

Individuals who seem attacking can disarm even the most experienced speakers. When statements start with an accusation or an acerbic tone of voice, it is hard to keep your composure, especially if others are witnessing this attack. Difficult individuals need to be contained. The wise speaker remembers some quick tips.

1. Never interrupt. When a difficult person is challenging you, he wants to be heard. Even if you feel that the person has misinformation, refrain from interrupting or correcting. The situation will escalate.
2. Demonstrate good listening skills and empathic body language. Maintain eye contact, nod and make empathetic statements like, “oh” or “that must be upsetting.” Body language that says you are truly listening and are surprised by what you are hearing goes a long way. It is a good idea to paraphrase what you are hearing so that the obnoxious person sees you get it. He or she will correct you if you haven’t gotten all the details straight. Be sure to ask questions about anything that is confusing.
3. Don’t take it personally. It is probably not you. The misbehaving person might always behave in the same annoying manner. He or she may be stressed from too many changes or reorganizations or from a personal crisis. Perhaps, the last person from your company did not follow up or the previously purchased product really didn’t solve their organization’s issues. Try to separate your self from the situation and focus on the best way to respond. Take a few deep breaths or drink some water to gain composure. Do not demonstrate that you are flustered.
4. Be courteous. Think before you speak. Do not argue, defend or put down. You may win the battle but lose the war. A confrontational approach makes the rest of the people at the meeting uncomfortable. It starts to get personal. People who are loose cannons need to be treated with respect, even though they have been unprofessional. Do not make them lose face by arguing or making caustic comments. If you sense that the person is not going to be satisfied by anything you say, offer to take the situation offline so that you have time to explore all of the various problems.
5. Do not gloss over. It is a mistake to gloss over a serious incident in the hopes that no one will notice it or confront you. If you don’t take ownership, people will see you and your organization in a very negative light. If there is a known problem, it is good to acknowledge it right up front and apologize for any inconvenience if it has caused them. Then, focus on what you have done as an organization to correct the problem. By doing so, you demonstrate that you are taking responsibility for a bad situation and that corrective measures are now in place so that this won’t be an issue again.
6. Take control of the situation. As a presenter, it is your responsibility to maintain control of your meeting. People who are “loose cannons may constantly interrupt you or have a “but” statement for everything you say to gain control from you. If you allow this to continue, you will lose control of the room. After this occurs a second time, use the person’s name and state that you need to finish your statement so that the whole of what you are saying can be understood. For example, you may state, “Hank, please let me finish. The points I am trying to make may help you to better understand the situation.” You can also again suggest taking this offline so that others who do not have this as a concern are not sidetracked. Sometimes, individuals become disruptive by starting “side bar” conversations. A good way to control this to is to move in the direction of the conversation. Typically, others who are involved will sense that they are being rude and will stop. If this doesn’t work, you should stop talking and ask if there is anything you have said that is confusing or needs further discussion.
7. Pay attention to your communication style. People sometimes cause others to behavior badly because of their own annoying communication style. No one likes the feeling of being talked down to or being preached at. Also, they do not like the feeling that you do not respect their point of view and that yours is the only correct fix on the situation. Avoid sentences or statements that begin with “you.” Avoid pointing. Finally, there is a fine line between arrogance and confidence. The wise speaker knows the difference.
8. Use humor when appropriate. Having a lighter approach with a “loose cannon” can be very disarming. It can also quickly turn a potentially negative situation into something positive.

People who are disruptive are needy. They need to be affirmed and recognized, but often they act in such an inappropriate manner that it is hard to do. The more you understand the reason for their behavior, the better able you will be to detach your self and respond in a non-emotional manner.

Question: When you give a presentation, what is challenging for you? What worries you the most? We’re interested in your reaction to this article.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

Making a presentation is challenging.

They say there are three presentations we give: The one we planned to give, the one we actually gave, and the one we wished we would have given. A lot of us leave a presentation wishing for a “do-over.” What can destroy a good outcome are the following “Presentation Sins.”

1. Not being prepared. When a speaker walks in the door unprepared, it almost always shows. Inevitably, the person will not be able to answer questions correctly, or the individual will deliver a generic message, one not focused on the listeners’ issues.
2. Looking unprofessional. Many of us work in a business casual environment. Some presenters show up more appropriately attired for a sporting or social event. Even if they do not comment, the audience will notice plunging necklines, short skirts, scuffed shoes or wrinkled anything.
3. Going too deep. Most of us love what we do. We are excited to share everything we know. However, our listeners may prefer an overview, rather than the unabridged version. Not analyzing your audience can cause you to misstep here.
4. Appearing “cocky” or arrogant. Listeners make instantaneous deductions about a speaker. Often, the person’s mannerisms, facial expression or tone of voice cause the presenter to come across in a negative manner.
5. Sounding unsure. If your voice is marred with lots of filler words, “ums,” “ahs,” and “you knows,” listeners will put the skids on giving you a thumbs up. There is no doubt about it, non-words chip away at a speaker’s credibility.
6. Having scattered eye contact. Listeners are like your mother or grandmother. For them to trust what you say, you must look them in the eye. Scanning the room or having a love affair with the floor or ceiling will make listeners anxious about trusting you.
7. No follow-through. If you promised to send the slides ahead or if you committed to doing something, but didn’t, your reputation will suffer. Obviously, it is better to under-promise and over-deliver.
8. Talking to or reading from the Screen. Many speakers use their PowerPoint slides as their notes. They often end up reading directly what is on the screen. Listeners quickly become annoyed or bored. They can read and often more quickly than you. Additionally, if everything is on the slide, and you aren’t offering anything new, listeners prefer that you email them your slide deck. They would rather not attend another meeting.
9. Arguing, defending or putting down. Listeners have questions and sometimes, they offer opinions that are unfair or not true. Arguing is never a good idea. While you may win your point, others will notice your defensive stance or the unprofessional way you responded.
10. Over-answering or repeating. Sometimes, you may notice resistance from your listeners. When this happens, speakers can easily go into too much detail or repeat their answer multiple times. Listeners have very little tolerance for this approach.
11. Not honoring the time commitment. Whether your time allotment is 15 minutes or one hour, be sure to honor it. People are busy and have other commitments they need to attend. Remember when speaking to an executive, time is their most precious commodity.
12. Acting nervous. No one trusts someone who acts nervous. Ahead, make sure you have analyzed your listeners and have crafted a message that answers their issues. Then, practice. Do a dry run. During your presentation, pause and breathe at the end of sentences. Let nervous energy out through strong gestures, sustained eye contact and facial animation.

Making a presentation is challenging. By avoiding these twelve missteps, you will improve your odds for being successful.

Question: When you give a presentation, what is challenging for you? What worries you the most? We’re interested in your reaction to this article.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

"You know, there is something about that guy that I just can't trust."

The aim of any presenter is to be trusted. Yet, time after time, listeners aren’t sold. Many even comment, “You know, there is something about that guy that I just can’t trust.” What you say and how you say it are critical to establishing trust. Albert Mehrabian, Professor Emeritus at UCLA, identified that tone of voice and body language conveys the speaker’s feelings and attitudes towards his/her words. If there is any incongruence, people will trust the visual 55% of the time, the tone of voice 38% of the time and the words only 7% of the time. It is important for you to be aware of what you might be doing to erode trust and avoid dangerous pitfalls.

Verbal Message – With regards to your actual words, always assess whether your message is logical. Does Point A lead to Point B, etc? Have you buried your ideas in too much verbiage? Do you over-talk an issue or get lost in too much detail? Would listeners feel you have supported your argument with suitable data, trends or financial analyses or are there missing pieces? Would the action you are requesting seem appropriate based on what you have said? A speaker who wants to be trusted must have a strong message and offer solid advice. The more complex the message, the more in danger you are of straying off the path. A confused mind never gives a nod of approval.

Vocal Message – A voice that is marred with non-words- ums and ahs, is not the mark of a credible speaker. Neither is a monotone. Listeners need to hear your enthusiasm or sincerity. Your voice must have vocal variety. If it doesn’t, you are eroding your impact. People will wonder why they should believe you.

Visual Message – A lot of speakers feel the only thing they need to consider is their message, but body language, things like eye contact, gestures, facial expression and posture definitely affect trust. Listeners immediately notice whether you are looking them in the eye. If your eyes are scanning the room, if you are reading from your notes or the screen, the subliminal message is that you are unsure, maybe not convinced. People feel that if you believed in what you were saying, you would look them in the eye.

An audience also pays attention to what you are doing with your hands. Are you fidgeting with rings or pens? Are you making fists instead of using an open hand? Do you seem closed with your arms locked across your chest? Are your hands hidden in your pockets or locked behind your back? Are you pointing or standing with your hands clasped on your hips. To trust you, listeners need to feel you have nothing to hide, that you are open and receptive to their thinking or viewpoints when you stand before them.

People often rely on your face to provide clues on how they should react or for information that supports or contradicts your verbal messages. A face lacking expression is deadly – so is one that shows fear or annoyance. A meeting, whether with the boss, an internal team or a customer, is not the time for a poker face. Your face should reflect the enthusiasm or concern you feel for your topic. If your facial expression does not match your words, you risk not being seen as trustworthy and credible.

Lastly, posture plays into whether you are trusted. Mothers always say stand up straight or sit up straight. They harp on posture because they want others to conclude you are confident. If there is anything about your posture that says you aren’t sure, you must be diligent about avoiding it. This includes rocking or swaying.

Trust can be derailed or encouraged if the message is incongruent. It is up to you to ensure that your body and voice back up your words.

Question: When you give a presentation, what is challenging for you? What worries you the most? We’re interested in your reaction to this article.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.

An engaging story helps to deepen the human connection and increase the likelihood of ideas being remembered.

People are moved by their heads and their hearts. Data alone won’t convince people. Knowing this, many companies have adapted a storytelling approach with their customers. An engaging story helps to deepen the human connection and increase the likelihood of ideas being remembered. It also distinguishes the presenter from others.

If your company has embraced this approach, the Storyteller’s Checklist will insure your success.

1. Does your story make a single point? Is the point obvious? You should never attempt to re-explain your point.
2. Is your story the right story for this audience? Is it relevant to the person or business?
3. Does the story have an emotional component? Does it grab attention? A boring story interests no one and wastes time.
4. Does your story have a plot with a beginning, middle or end? Is there a clear resolution to a problem?
5. Have you made your characters interesting? Can we picture them? Can we see how they look, what they are doing, or how they feel?
6. Do you know where you will use this story in your conversation? For example, is it when concerns arise concerning your solution? Inserting a story should appear seamless.
7. Have you practiced your story. Consider taping yourself. Tell your story to a spouse or friend and get their reactions, as well.
8. Is passion or energy apparent in your body and voice when you tell your story? A poor storyteller will ruin the best tale.
9. Can you tell your story in 2–3 minutes? If not, perhaps you are adding too many unnecessary details. Maybe you are rambling.
10. What do you want your listeners to think, feel or remember from your story?
11. What action do you want listeners to take as a result of your story?
12. What questions might your story evoke? Preparing ahead for any tough questions will prevent you from being caught off guard.

Becoming an expert at storytelling is a terrific way to make a salient point. It builds trust and enhances the likelihood that the customer will act your on recommendations. If you have made a check by each of the twelve questions, you are ready. The more you use this model, the better you will become.

Ask your question and learn from the pros. Impact Communications is ready to offer suggestions and insights to help solve your communication issue. Plus visitors to our web site, some who are expert communicators, will offer their thoughts as well.

We’re interested in your reaction to this article. You may comment on this article, share your concerns or ask questions about incorporating stories into your presentations.

To add your comments click on the “Comment” link below the article title or add your comments in the “Your Comment” box below, if it is present. Any questions will be answered by Judy.

Impact Communications, Inc. consults with individuals and businesses to improve their presentation and telephone communication skills. It is not what you know but how you communicate it that makes a difference. When you have to have impact, phone (847) 438-4480 or visit our web site, www.ImpactCommunicationsInc.com.