Leadership Presentations

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1 Leadership Presentations Lectures Based on Leadership Communication, 4th edition By Deborah J. Barrett, Ph.D.

2 Chapter 6-2 The Three P s of Oral Presentations Plan Prepare Present Determine strategy Analyze audience Select medium/ delivery method Establish logical structure Develop content Test the flow/logic Edit/proofread Master content Practice Set up Deliver Handle Q&A s Assess results

3 Chapter 6-3 Plan Prepare Present

4 Chapter 6-4 Determine Communication Strategy Communicator Purpose Timing Messages Media/forum Audiences

5 Chapter 6-5 Analyze the Audience 1. Who is the primary and secondary audience for this presentation? 2. What is your purpose with this audience? 3. What do they know, expect, and feel? 4. What is their motivation? 5. What do you expect the audience to do and to feel based on the presentation?

6 Chapter 5-6 Select the Medium and Delivery Method Stand-up extemporaneous Without visual With visuals Using flip charts or white boards Webcast/Webinar Video or phone conferencing Round-table discussions Team presentations

7 Chapter 6-7 Characteristics Whenever Possibly Use Extemporaneous Delivery Most difficult and most effective form of presentations Requires a lot of preparation Advantages Allows you to maintain eye contact Permits adjustments to audience Helps you to appear confident and knowledgeable

8 Chapter 6-8 Selecting Round-Table Presentation Format Encourages an informal, interactive discussion Builds consensus and can be used to gain agreement Surfaces and resolves issues Allows the checking of facts or identifies sources of missing facts Accommodates providing a lot of information in a short amount of time if facilitated effectively

9 Chapter 6-9 Delivering a Round-Table Presentation Hand out the presentation before you start Direct your audience to the specific page State the major message of the exhibit Explain any legends or symbols Guide the audience through complex exhibits Provide transition before turning page

10 Chapter 6-10 Delivering a Round-table Presentation (continued) Establish eye contact with your audience Be flexible and responsive to the discussion Give your audience time to skim the page Be alert to the audience s body language

11 Chapter 6-11 Presenting Effectively as a Team Clearly determine roles before presenting Use a very tight, logical structure Introduce each speaker and topic Provide strong transition from speaker to speaker Watch time carefully Work out a method for handling Q&A Check presentation space Practice as a team

12 Chapter 6-12 Planning Webcasts and Webinars Select the platform with the features you need: Audio Video Document sharing Chatting Polling Recording Annotating Master the technology Draft help ahead of time for managing the chat room and the technology Allow extra time, at least 30 minutes, to set up and test the environment and equipment Practice, practice, practice

13 Chapter 6-13 Guidelines for Presenting Webcasts Use a multi-climax approach with simple but interesting visuals If possible, share the stage so that audience hears more than one voice Speak with energy; do not to talk too fast or too slow Smile and stand even if your audience cannot see you since it will make your voice more animated and make you sound more energetic Also pronounce words clearly and eliminate all fillers, such as uh, you know, or like

14 Chapter 6-14 Guidelines for Presenting Webcasts When the Audience Can See You Establish pleasant, professional backdrop, surroundings with good lighting and no clutter. Smile and be animated but not too much since movements are exaggerated. Use gestures but not too many. Try to capture the feeling of being in the same room and talking across a table. Sit up straight and slightly forward in your chair. Maintain comfortable eye contact for you and them.

15 Chapter 6-15 Organize and Establish a Logical Structure Select the best structure for topic and audience Use the pyramid to help in grouping topics and testing the structure s logic Create a story board to facilitate developing the content for each grouping Test the structure by seeing if you can tell the story in a sentence or on one slide Complete the development of each section once the overall structure seems logical

16 Chapter 5-16 Plan Prepare Present

17 Chapter 6-17 Audience Attention is Greatest at the Beginning and at the End Highest Q&A Audience Attention Lowest Beginning End

18 Chapter 6-18 Effective Introduction C P F 1. Context the setting, the frame 2. Purpose why are we here 3. Foreshadowing what is coming

19 Chapter 6-19 Effective Introduction Arouses the audience s interest Reviews context for presentation Establishes your credibility and competence Creates a rapport Announces the subject and lists topics Should not contain an apology Starts quickly and gets to the point

20 Chapter 6-20 Creating an Effective Agenda Slide

21 Chapter 6-21 Effective Body Content Is concise and specifically focused Follows your outline and does not drift off course Covers only what needs to be covered Balances the general with the specific Emphasizes what you can do for your audience Does not contain anything to which the audience can say, So what?

22 Chapter 6-22 Concluding Effectively Summarize by going back over main points before the Q&A Make a recommendation or repeat it Do not stop abruptly with the statement, That s all. Emphasize main message with a brief statement after the Q&A

23 Chapter 6-23 Practicing Go through your presentation at least twice Try to recreate the speaking situation Practice in the same room if possible Try to practice at least once in front of a mirror Time your presentation at least twice Organize your presentation to allow lastminute adjustments Be prepared, be flexible, and anticipate the unexpected

24 Chapter 6-24 Plan Prepare Present

25 Chapter 6-25 Presenting with Confidence Use appropriate eye contact, facial expressions, and body language Avoid common body language problems Use an effective speaking style Deliver effectively with visual aids Manage the Q&A Achieve a positive ethos

26 Chapter 6-26 Using Effective Body Language Move out beyond the podium if possible Focus your energy Maintain a comfortable, relaxed stance appropriate to the situation Keep your body positioned facing your audience (never turn your back) Demonstrate your message with gestures

27 Chapter 6-27 Avoiding Common Body Language Problems 1. Slouching or assuming other informal stance 2. Leaning to one side or the other 3. Pacing up and down or around the room too much 4. Clasping hands in front or behind 5. Standing with hands on hips

28 Chapter 6-28 Avoiding Common Body Language Problems (continued) 6. Gripping the podium 7. Gesturing too much, too little, or when not appropriate 8. Fidgeting with keys, rings, pens, pointer, etc. 9. Rocking or shifting your feet 10. Leaning on the lectern or sitting on the table

29 Chapter 6-29 Using an Effective Speaking Style Use appropriate volume for setting Articulate clearly Pronounce each word correctly Correctly place accents Vary your rhythm appropriately Eliminate the uh s, likes, and similar fillers

30 Chapter 6-30 Delivering Effectively with Visual Aids Check equipment and room in advance if possible Introduce visuals before you show them Avoid blocking the audience s view or allowing projector light to hit your face Look at your audience, not back at the screen Do not gesture or point to the screen; highlight graphically or verbally tell audience where to look No, No, No Avoid turning back on audience, gesturing at screen, or using pointers

31 Chapter 6-31 Handling Q&A s Anticipate likely questions in advance Plan who will answer them (in a team) Announce timing of questions before speaking Listen very carefully to the question Repeat the question Keep your answer short and simple Avoid dialogue with a single questioner After answering the last question, conclude by repeating your main message

32 Chapter 6-32 In Summary: Achieving a Positive Ethos The best ways to project a positive ethos: Believe in what you are saying Be prepared Create and maintain a rapport Adopt a secure stance Use comfortable gestures Adjust pacing based on audience response Establish and maintain eye contact, if appropriate for the culture

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