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.

Storytelling is not something new. It has been around since Biblical times as a way to educate, inspire or promote change.

Customers are not crazy about formal presentations. They complain that presentations often seem prescriptive and downright boring. When surveyed, one of our clients said, “The last thing I need in my day is one more sales person doing a dog and pony show. What happened to the good old fashioned conversation?” Customers today want interaction. A sure-fire way to involve listeners is with a good story.

Storytelling is not something new. It has been around since Biblical times as a way to educate, inspire or promote change. Former President Ronald Reagan was a great storyteller. In fact, his aides said that if you wanted to get the President’s attention about an issue, you needed to come into the Oval Office with a good story. We strongly recommend storytelling as a way to connect with your clients on a deeper level.

Before telling any story, you must know the business point you want to make and what you want your listeners to do as a result of your story. Is it to be prepared for an emerging market, respond more quickly to customers or embrace a new opportunity? Your listeners should clearly see the point you are making and the benefits for them through your story. Any unrelated details must be eliminated. Clients do not have the time or tolerance for a long, disjointed story. Tell your story in two or three minutes tops.

Stories that are effective have a good plot and interesting characters. As you tell your story, include enough details to arouse your listeners’ interest. Be sure to tell them anecdotes that will tug on their heart strings or transport them to a different time or place. There should always be an emotional component. As you introduce your characters, make certain they are believable. Allow them come to life by giving them unique character traits.

How you tell your story is critical. Your voice needs to sound passionate and excited. You must take lots of pauses so listeners can savor what you have said. If your delivery is ineffective, your story will fall flat. By practicing ahead of time, you will be able to demonstrate the necessary conviction.

The right story at the right stage of the conversation cycle is winning. It builds your credibility and creates trust. If you are not already using a storytelling approach, consider doing so. Your listeners will more likely welcome you into their office.

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.

Adding value to your presentation

When that great opportunity finally comes along to make a presentation to a potential dream client, you want to be successful. The question many of us have is “What is the trick?” As simplistic as it sounds, the key is in adding value. The more clearly you can demonstrate that your solution does, in fact, solve the identified problems, the more likely you are to be successful.

However, often, when we are in front of a client, we assume that the customer can clearly see how our proposal is the best solution. The reality is that sometimes they just don’t see the link. Moreover, because there is often an “audience within and audience,” we may not focus on the issues that are of interest to each listener. It is a mistake to think that everyone is concerned with the same things.

Tip #1 Know Your Audience

In preparing for the meeting, it is important to know ahead who will be attending and to think about the likely issues of each person. Then, weave these issues into the body of your proposal. If you are not sure who the players will be, inquire ahead of time. Your client contact most assuredly will know.

For the sake of example, let’s assume that you will be speaking to the Chief Financial Officer, the IT Director, an IT Manager and two engineers. As you can imagine, they will have very different concerns.

The Chief Financial Officer typically will be interested in the effect on the bottom line, while the IT Director will be interested in strategic issues, such as market shares or better positioning against the competitors. At the managerial level, people pay attention to things like disruption of work flow or down time, while engineers are concerned with how a product makes their lives easier and how this solves an existing problem.

Tip # 2 Open by Focusing Listeners on Issues

One of the biggest mistakes people trying to present a solution make is to focus on themselves and their solution. It is too soon and it makes your listeners feel you are just selling product. They won’t see the value.

In order to be receptive, listeners have to be assured up front that you clearly understand their business and issues. In the first two minutes of your presentation, be sure to summarize what you have gleaned about their business and the primary issues and verify that you haven’t overlooked anything or that nothing has changed. Once you have done this, you have earned the right to introduce what you and your company can do to help.

Tip # 3 Make the Link

As you present your solution, clearly make the link. Consider each person in the audience and one-by-one capture their hearts and minds by providing information that will be relevant to them. Do not speak in broad generalities. Use specific examples or stories.

For example, you might say this to the CFO. “I know cost is a big concern to you as the CFO. It is a concern of all of our customers. Converting your existing phone system to voice over internet will initially cost more money, but within a two year time span, you will recoup your investment and save a minimum of 12% in phone charges. We recently worked with another retail organization with the same demographics. What we saved them was….”

To the IT Director, you might say, “Obviously, with this new phone system, you will be able to accomplish your goal of responding to your customers in real time and thus continue your competitive edge. Let me give you an example. Suppose a customer in the U.S. is at her computer at 11 p.m., and she wants to place and order. She has some questions about sizing. All she has to do is ….”

To the IT Manager, you might say, “Because there is a compatibility issue, we will need to install new equipment, but if you select our service agreement, we can offer you 24/7 assistance, and we can also assign a full time engineer to your site. So, for example, if you had a problem with …, you could call … and he would…. That way, you wouldn’t be delayed in moving forward.”

Finally, to the engineers, you might say, “What this new system is going to mean to you, is less down time in the long run. You will not have to worry about providing coverage after hours, and you won’t have to be here on weekends to fix problems because our tests indicate a 97% reliability.”

Summary

In conclusion, the key thing to adding value is know your audience and to show the link between your solution and the needs of the individuals. Listeners don’t like to work at understanding, and they don’t like to feel their issues were unnoticed. The more clearly you show value right from the get-go by reiterating known and unknown issues and by providing examples and stories to prove that your product or service solves these problems, the more likely you are to being successful.

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 by sharing your concerns or questions about how to add value to 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.

Meeting — giving an update.

Are you one of those people that has to give periodic updates? If so, you had better make it worth your listeners’ time because nobody relishes a meeting that’s “just an update.” In fact, in many people’s eyes, an “update” meeting is the one to miss when your schedule is full. Their thinking is the meeting will be downright boring, and, after all, it’s just informational.

Bringing people together for the sake of providing information” makes no one happy, primarily because most of us are on information overload anyway. If you focus your content on solving a problem, rather than on just providing information, your meeting will be seen in a whole new light. Listeners will stay attentive.

What you need to do

• First, consider your audience. Often times, the people attending are senior leaders. Your meeting may be one of 20 meetings for that particular day. They have a real need to get information quickly and move on to their next meeting. You cannot waste one minute of their time by burying your points with too much data. They leave behind many pressing projects just to hear what you have to say.
• Before your meeting, ask yourself why your audience needs to know the information you are presenting? What will this information allow them to do? Is it to make a decision to renew a contract? Is it to adjust a marketing plan? Remind yourself to stay focused on these issues.
• To make a decision based on your update, listeners need to understand what is new and what’s to do. Thus, begin your content with an overview answering those questions. “Since last quarter, we have seen seven outages that required 22 hours to remedy. Going forward, our recommendation is that you update your software to the current versions. If you do not, you risk more serious outages in the future” OR “For the month of November, there was an uptick of 6.4% in the central region due to the launch of new packaging and two seasonal brands. This is a significant improvement over last November’s results where sales only increased by 1.9%. We believe if we launch the new packaging and seasonal brews nationwide, these results will be seen in all regions, and we will end the year more than 3 percentage points higher than last year.” With this type of focus at the beginning, listeners are more likely to pay attention.
• As you continue the conversation, make it easy for listeners to follow your argument. Provide the proof that supports your recommendation. Show the trends and interpret meanings. Connect the dots for your listeners. Do not overwhelm them with too many charts and graphs. Remember Excel spreadsheets work best as handouts. Slides that people can’t read or quickly understand are meaningless.
• As you conclude, review your key points, repeat your recommendation and the benefits for the listeners. End with a clear call to action. “So what I need from you is your approval to launch this nationwide.” OR “What I would like to do is set a date for you to meet with our engineering team to create an implementation schedule for updating your software.”

Updates get a bad rap. However, if your update solves a problem, it will be seen as interesting and worth the listeners’ time. Remember, focus your content on what’s new and what’s to do, and you will be right on track.

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.

e’re interested in your reaction to this article. You may comment on this article by sharing your concerns or questions about the best procedure for giving updates.

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.

Reach, Teach and Touch

Selling your ideas isn’t easy, especially in today’s dynamic business climate. Listeners go from meeting to meeting. They are on information overload. Without Reaching, Teaching and Touching your listeners, it is likely your content will be overlooked. The question is how do you do it?

Reach:
The way to reach any audience, whether it is a senior leadership team, your customers or fellow colleagues attending a conference, is by discussing things your listeners would find interesting or valuable, rather than what’s top of mind for you.

To reach listeners quickly, begin by showing them you understand what is going on in their world- the problems facing them. Then, link your ideas to how these will address or resolve your listeners’ issues. For example, you might open your conversation with this statement. “I know marketing dollars are tight, and you’re concerned with investing more money in a faltering brand. I believe by re-focusing our consumers on what was unique about the brand when it was launched in a tight economy in the late 70’s, we will see the uptick we desire. I would like to talk about the results of our market research team and get your input on how we might approach our campaign. The benefits we believe we will derive in sales within the next six months are quite remarkable.”

Throughout your conversation, you must continue to link your ideas to what listeners find important with statements such as, “how this will help the brand grow is….” or “the benefit to our organization for doing this is….” You must do the same thing as you summarize. One of the biggest mistakes we see presenters make is not linking. Do not assume the connection is obvious.

Teach:
Anytime someone attends a meeting, they expect to learn something new. If you present trends, analyses, data or technical information of any sort, people need to understand what it means or how to use that information. Instead of being a presenter, think of yourself as an interpreter. An interpreter makes the information clear and understandable by all. A good interpreter might say, “While the results are not as strong as predicted, we know that the campaign in the metropolitan areas was an enormous success. Where the numbers fell dramatically is the rural areas, particularly in Virginia, Ohio and Maine where unemployment is the highest. Had we focused on cities and suburbs, it would have been 2.3% higher than our original prediction.”

Touch:
To touch people, you must move them emotionally. One way to do that is through a dynamic delivery style that shows you are very committed and passionate about what you say. People see how you feel by the look on your face, your gestures and the intensity of your gaze. They also hear it in the tone and inflection in your voice.

Other ways to reach people are through stories and examples. Who doesn’t love a good story, assuming there is a business point to it! Relevant examples can also make people imagine a similar experience or envision an outcome.

People who present like a pro do what it takes to make their ideas resonate and come alive. They know they have to create content to Reach, Teach and Touch.

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 hearing about your experiences making presentations. What have been positive situations where your presentation went well or for some unknown reason your presentation went off track?

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.

What business person wouldn’t covet being thought of as a trusted advisor! Obviously, customers would act on your recommendations and refer you to other business acquaintances. They would turn to you first to improve the quality of their business and sign contract after contract, earning you a lot of money and respect.

Many people assume what it takes to being a trusted advisor is having “good advice” to offer. It’s a lot more than that! It first means earning some one’s trust so that they share their problems and seek you out for guidance. To be a trusted advisor, you have to know how to earn trust.

Trust is not instantaneous. It is earned over time through a series of small steps. It can easily be lost if one cares more about the transaction than the relationship. It is impossible to be a trusted advisor without a strong relationship with the other party.

At the heart of being a trusted advisor is a focus on the other person, rather than one’s self. This is often demonstrated by being an attentive listener. Simple rapport-building techniques, such as looking for commonalities or acknowledging the individual’s way of thinking demonstrate you are paying very close attention.

Instead of judging or quickly prescribing a solution, attentive listeners ask lots of questions that get the individual to analyze and evaluate past events or to envision the future with the removal of certain constraints. Through their questions, they demonstrate they know and understand the client’s business and business issues. They have done their homework and are prepared to answer any tough questions the client has.

When advice is finally given, it is after recognizing and responding to the client’s emotions. Without considering the sensitivities of the situation or the individual, the advice may not be heard. The good trusted advisor weighs his words carefully and expresses his ideas with the utmost respect. He often turns assertions into questions to sound less prescriptive.

Obviously, the real role of a trusted advisor is to guide the individual’s decision-making process by helping the to person to understand the various options and their consequences. Only after lots of input from the individual should the trusted advisor make a recommendation.

Finally, great trusted advisors always tell the truth, even if it is bad news. They also keep their word. Any commitments offered must be fulfilled in a timely manner.

When clients feel you have their best interests at heart because you have demonstrated time and time again your focus is on helping them to grow their business or to solve problems, they will see you as a trusted advisor. They will hold your relationship close and value it.

For further insights into being a Trusted Advisor, read the book, The Trusted Advisor by Daivid Maister, Charles Green and Robert Galford published by the Free Press.

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 establishing credibility and being a trusted advisor.

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.

Almost all of us use slides as we present to our bosses, customers, peers or direct reports. However, not all of us create them effectively. Rather than aiding comprehension, slides can erode meaning and cause confusion. Often, they consist of boring bullet point lists or complex charts or graphs. Nancy Duarte in her book Slide:ology, de-mystifies how to make a slide deck effective. Here are some quick tips.

• Create slides after planning your presentation. Too often, people tackle an upcoming presentation by creating the slides first. This causes the slides to become speaker notes instead of aids for listeners.
• Connect with the listener. Eliminate generic slides. Listeners need to feel you have created slides appropriate to their needs. Slides that don’t quite hit the mark should be avoided or adapted.
• Tell a story. Each slide should build your case or story. There should be a flow from one slide to the next. Determine the story you want your slides to make ahead of time. Keep the focus on what your audience wants and needs to know.
• Avoid large slide decks. Slides should aid comprehension. If you can clearly explain the point, you do not need a slide. People prefer you to just talk to them. Too many slides muddy the water and affect you ability to connect with your listeners.
• Title each slide. Each slide needs a meaningful title that will instantly help the reader to understand the point of the slide. Think in terms of the headlines from a newspaper. A title, such as, “Results,” is not as clear as “Third quarter results soar! With the insertion of a verb, the viewer immediately understands the slide.
• Make slides visual. People do not dream in bullet point lists. The more visual the slide, the more impact it will have. Include pictures, rather than out-dated graphics.
• Limit the number of bullet points. If you do decide a bullet point list is appropriate, try to limit the number of bullet points to five or less, with no more than five words to a line. There should also be consistency from one bullet point to the next.
• No full sentences. It takes too long to read. The goal is for viewers to get the information quickly.
• Extrapolate the data. If you are presenting results, your slide should not look like an Excel Spreadsheet. The viewer only cares about the bottom line. If September results are what you want your listener to know, then only show September. If you want to show month by month improvement, create a simple graph or chart.
• Round up or down. People need to remember. We could say 10,776, but it has more impact for viewers to see 11,000. Actual numbers are best reserved for a handout.
• Make only one point. Too often slides are quadrant slides, where in each corner, a different point is made. Resist the temptation of making multiple points with your slides.
• Keep them simple. Viewers should get the point of your slide as quickly as if they are driving down a highway at 65 mph and reading a billboard. People really understood former Vice President, Al Gore’s message about Global Warming due to his use of clear, simple slides.
• Don’t create a distraction. Proof your slides. A misspelled word can erode your image. Your slide should not be an eye chart. If the viewer can’t read what is on the screen, it is worthless. It is not okay to say, “I know you can’t read this but….”
• Have a variety. Slides should be different. If each slide looks like the previous one, it becomes boring. Include a variety.

Your slides reflect you and your organization. The time you take to make them relevant and interesting will be noticed. Your slides will either distinguish you as the consummate professional or agitate and frustrate your listeners.

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 hearing about your experiences with presentations. What have been some of your situations where your presentation went well or went off track?

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.

Many professionals conduct business outside of the office over lunch. The atmosphere is often more relaxing and conducive to discussing important matters privately. However, the business lunch can erode the impression of you as a consummate professional if you leave your communication skills at the office. To avoid eroding your relationships, remember these basic principles:

• Always look people in the eye. People will notice when you are looking over their shoulder or at others in the restaurant. Not only is it distracting, but it is also rude.
• Don’t interrupt. It is human to want to share your views, but when someone is speaking, show respect and refrain from interrupting. You don’t want to leave the impression that your idea is more important than theirs.
• Don’t change the subject to suit your interest. What is important to you may not be important to your lunch mate. Introducing an entirely new subject inappropriately may make you seem uninterested. A polite lunch person will ask permission to change the topic. “Ted, there is something I want to bring up, if it is ok to change the topic.” Because you have asked, most people will now be receptive to what you have to say.
• Listen. Don’t dominate the conversation. You will get a reputation for being self absorbed. It will make others at the table uncomfortable. People expect that a lunch meeting will be a give-and-take, rather than one-sided.
• Don’t try to out-do the other person. It’s not about you. Resist the temptation of “one-upping” with your own stories or examples. People will feel insignificant or stop talking. When a person says, “I have a problem,” just listen.
• Do not answer your phone or look at your watch. You will frustrate your lunch partners. They will feel you would rather be elsewhere or that they should end the conversation quickly.
• Cursing. While lunch conversations are more relaxed, it is not a good idea to curse or use banal language. Your partner may not comment, but he or she will notice, particularly if it is repetitive.
• Avoid talking to people at other tables. Again, the focus should be on your lunch mate. If you do notice someone you know at another table, a wave will do. You can always you can stop by their table on the way out.
• Always introduce your lunch mates. If someone does stop by your table or if you see someone you know, be sure to introduce your colleague. “Hey, I would like to introduce you to Jack. He is my broker and watches my investments like a hawk.” OR “This is Sarah, the newest member of our team. She comes to us from Crane and Crane and has been in the business for 18 years.” Introductions are a great way to show you value the other person.

A dynamic business lunch is a terrific opportunity for people to get to know you. With strong communication skills, you will leave the right impression and gain people’s trust. They will want to do business with you in the future and will look forward to the next luncheon.

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.

Tony Hayward, CEO of BP Oil, has become a punching bag for Gulf Coast residents, as well as newscasters. His penchant for making insensitive and misleading statements may have done irreparable damage to his reputation and the reputation of BP Oil Corporation. Some of the statements that have infuriated the American public are well known. “The size of the spill is relatively small in comparison to a very big ocean.” OR “No one wants this over more than I do. I would like my life back.” President Barrack Obama said if it were up to him, Hayward would be fired.

While Hayward is not officially stepping down, he has been replaced as the head of the day to day operations by Robert Dudley. In doing so, BP’s Chairman of the Board, Carl Henric Vanberg acknowledged, “It is clear Tony has made remarks that have upset people.” Hayward’s handling of the oil spill in the Gulf will undoubtedly become a text book example of how not to handle a disaster. What can we learn from this regarding dealing with the public, media or government commissions?

1. Be prepared. If you are going to talk on a sensitive issue, be very sure what you will say. Never try to “wing it.” Consider all the possible questions you might be asked and by whom. Determine how you will answer them. Chose your words carefully. Do not be blind sighted.
2. Practice. Rehearse out loud any statements or answers to questions in front of your own executive team. Your responses will sound more focused and succinct when you actually are interviewed. Your voice will also be more confident.
3. Pause. Thinking on your feet is difficult. Allow yourself time to process the question. A pause for 3-4 seconds is wise, even if you are sure of the answer. It demonstrates you are trying to be precise.
4. Take responsibility immediately. Acknowledge the problem and apologize before responding. It will put you in a more favorable light with the public.
5. Answer the question. Listeners will notice if you “stonewall” or evade a question. Hayward has been criticized for saying over and over at a Congressional Hearing, “I didn’t know anything about that.”
6. Don’t blame others. Hayward has also tried to lay blame for BP’s situation on other drilling partners, particularly Anadarko. As Senator John Barrosso, R. WYO, said, “The shifting-the- blame game” doesn’t get us very far. The message, “It’s not my fault,” doesn’t work.
7. Sound and look sincere. It is really important to listeners to sense you connect with their pain. In every public statement you give, your body and voice must show compassion or sorrow. To this day, Hayward has been staunchly criticized for his lack of emotion.
8. Be honest and upfront. Tony Hayward has been accused of grossly underestimating the barrels of oil leaking into the Gulf and the timeline for containment. His attempt to down play the problem has created a tremendous backlash. The more upfront and honest you are with bad results early on, the more credibility you will have when it comes to explaining how you will fix the situation.

Handling tough questions is never easy, particularly when a disaster occurs. However, unless the situation is effectively handled in the media and with the public, the problem will escalate, affecting you and the survival of your company.

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.

Eye contact during presentation

How you relate to the audience affects the outcome of the meeting. People more readily accept information and close business with those they like and trust. So how do you build a relationship and still get your points across?

What creates a connection, first and foremost, is strong eye contact.

Eye contact is extremely important because it telescopes how you feel about the audience and your topic. With solid eye contact, you instantly appear transparent and unafraid. You show you are an equal. Your credibility is enhanced. Without it, there are red flags everywhere, and you can easily end up being dismissed. Remember, there is a big difference between glancing at someone and talking directly to them. Sustained eye contact should begin the moment you walk in the door. It is especially important when opening your conversation, delivering key points or answering questions.

Beyond eye contact, connection is built in other more subtle ways, such as by nodding, leaning forward, or affirming. Humor helps to connect also. While meetings are serious business, a quick barb or aside makes you seem real and likeable, somebody a manager or customer wants on his/her team. The ability to laugh at one’s self can even turn a disastrous situation into a winning maneuver.

Connection also comes by being observant. Does the person’s cubicle or office indicate, for example, that the individual is family oriented, a chocoholic or loyal New Yorker? If so, the observant communicator would, not only inquire about what he or she sees, but also incorporate these observations into examples or analogies. Wise communicators also interject the person’s name throughout the conversation and use 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….”

Finally, you connect when you listen attentively. While it takes tremendous concentration to listen all the way to the end of a statement, your efforts will not go unnoticed.

Your message is, of course, important, but your success in today’s tough economy depends on building a trusting relationship. Your efforts at making eye contact, using humor, actively listening or nodding do add up and will make you more influential. They demonstrate you care; you respect someone else’s point of view; and you are genuine. They encourage interaction and will help you to gain ground.

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.