REPUTATION MANAGEMENT ASSOCIATES

Transcription

1 REPUTATION MANAGEMENT ASSOCIATES GREAT COMMUNICATORS ARE MADE NOT BORN Presentational Skills Stand up, Stand out and Stand apart By Anthony Huey President Reputation Management Associates 1020 Dennison Ave.; Suite 101 Tel: (614) Fax: (614) Web:

2 INTRODUCTION The perspiration slowly slides down the middle of your back. Your knees knock and your hands shake. Will you get through this or will you pass out on the spot? Sound like your first date? No, it s all happening because you are about to give a presentation. Polls continue to rank public speaking as the number one fear in America, even over death! That s right, more people are afraid to speak than to be eaten by a shark, burn, go blind, or dozens of other horrific things. You call it fear but what you are really going through is an over-supply of adrenaline, a natural substance in the body. When your system receives too much adrenaline, that creates fear and anxiety. Here are my tips on how to reduce that problem: 1. Be prepared. Studies show that nervousness can be reduced by about 60% if you are well prepared. This means reading your speech or presentation out loud at least five times. Do it in front of someone and ask for an evaluation. Reading silently to yourself is mostly a waste of time. 2. Deep Breathing. About five minutes before speaking take in a very deep breath, then exhale slowly as you let all your muscles relax. Try doing it while standing. Caution: if you do this more than twice you could hyperventilate and pass out! 3. Minor exercising. Go out in the hall and speed-walk for a few minutes. Exercise your legs and arms at the table while awaiting your turn. Get rid of that excess adrenaline. Don t announce your anxiety. I cringe when a speaker starts out: I am a bit nervous so here goes In my training, I video tape participants and show them over and over again that while they are nervous no one can tell it during the video replay. That s an important point. As nervous as you are, shaking and sweating, you are probably the only one who knows it. That knowledge alone, gained through the video tape and critique session, is often enough to reduce nervousness by percent. Make sure your script is properly prepared. I have a long list of rules about script preparation, but here are the three most important ones: 1. Print the speech out using 16-font so you can see it with ease. Print only two-thirds of the way down on the page. 2. Double-space all sentences, triple space all major thought changes. 3. Never carry a sentence over from one page to another. The power to verbally convince is a tremendous asset. It can move people to do unusual things. Think what Kennedy, Reagan, Clinton and Barack Obama achieved by being excellent communicators. You do not have to be born with the skill, although being an extrovert does help. With professional coaching you can become a dynamic, convincing speaker, whether it is before a group or asking the boss for a raise. I hope you will Speak And Be Heard.

3 FIRST IMPRESSIONS You can never take back a first impression. We of course know this is true when we prepare for that job interview, initial business meeting, even a first date. But we rarely think about the importance of that first impression when we make a public speech or presentation. How you look, what you wear and how you move say so much about you as a person and presenter that your first impression should be taken very seriously. As a speaker, I realize that people are making judgments about me and my qualifications as a speaker in the 30 seconds it takes me to walk to the podium or the front of the board room. We may hate to admit this is true, but it s human nature and we all make judgments based on superficial information. TV news anchors struggle with this concept all the time. While consultants review their hair, make up, clothes, and delivery, they spend little time on their news content. Don t they want to critique their stories? Don t they want to analyze their writing skills? The answer is usually no. And here s why: Viewers won t listen to the story if they are distracted by the person delivering that story. So it doesn t matter if your news story is a Pulitzer Prize winner. If your hair is a distraction or your clothes aren t professional, your story will be missed because the viewer will not focus on what you say, but how you look. The same is true for people listening to a speaker. An audience forms a perception of you before you even open your mouth, based on the non-verbal messages you send before you begin to speak. Actually, your first impression begins when you first arrive at the place you will give your presentation. Arriving early allows you to check out your physical setting and make sure everything is in order for your presentation. It also allows you to mingle with your audience before your presentation. It s much easier to speak in front of a group of people if you have met a few members of the audience personally. Focusing on a few friendly faces increases your confidence. And confidence is what a first impression is all about. Don t we all have a little spring in our step when we feel good about how we look? If you feel better about your appearance, that will do wonders to increase your confidence. At least it s one less thing to worry about when you walk to the podium. Your audience will notice. And listen. Appearance matters. Don t argue about it or dismiss its importance. Realize it s true and work to improve your image. Here s a few tips to think about: 1) Start with what you wear. Make sure you have researched the group you are speaking in front of, and tailor your dress to their daily dress code. If you are speaking to a group of professionals, then dress professionally. If you are speaking to the association of gravel pit workers, don t wear a three piece suit. You will intimidate before you say a word. In other words, dress like your audience.

4 2) Move with purpose. As you walk to the podium, project an air of confidence by walking briskly and appearing energetic. Taking the stage with your head down, or walking tentatively gives the appearance you are a bit unnerved and not prepared. Remember, I m talking positive energy, not arrogance. Big difference. 3) Take command of the audience immediately by connecting with them through eye contact. Look at the people as you start to talk. Even if you are using a script, make sure the first couple of sentences are memorized so that you are engaging the audience from the beginning, when it s most important. 4) Smile. A smile can do wonders for you, and for those you first meet. You warm your audience to you, and you in turn will find that they smile in return. And it s much better looking at a smiling face or two in the audience. 5) This is your time to warm up your audience. This is your time to establish a relationship. As you look in their eyes and smile, speak simply and directly. Reading some stuffy language off a script is one sure way to put distance between you and your audience. 6) What you say in the first 30 seconds is crucial. This is your make or break time, and if you don t connect now you may not connect for the rest of your presentation. Take time to craft that opening paragraph, to wow your audience, to relate to them and their needs. Spending time on your opening, or your initial contact with your audience, will win your audience over time and time again.

5 SELECTION & TRAINING OF SPOKESPERSON Our communication experience has taught us that the messenger is as important or more important than the message. With that in mind, the following criteria for choosing a qualified speaker should be applied. A spokesperson should be: Personable and well groomed; Outgoing, enthusiastic and confident; Dynamic and an articulate speaker; Aware of attitudes, biases, knowledge and level of sophistication of the audience to be addressed; A good listener, willing to respond openly and sensitively to questions and concerns of media and/or audience; Able to project a strong, positive image; Well informed on topic to be presented; Professional and business-like in demeanor; Calm and relaxed, especially in hostile or confrontational circumstances; Able to think quickly on the spot. Careful consideration should be given to all of these criteria in appointing the best possible spokesperson to represent your organization on public platforms, in media interviews and for major sales presentations. To ensure quality control and a consistent approach, every spokesperson can profit from participation in a series of speaker training sessions. By taking part in simulated interviews and platform speeches that are videotaped and critiqued, a spokesperson will strengthen his understanding of both the message development and delivery technique, and greatly enhance his chances of success before real audiences. Refresher training, at appropriate intervals, will further build the spokesperson s skills. Two to three sessions, six to 12 months apart, allow ample time to put the training into actual practice and master the required techniques.

6 THE AUDIENCE & YOUR ENVIRONMENT Increasingly, the skill of the speaker significantly determines the effectiveness of any interview or presentation. But style alone cannot replace substance. The best way to approach any appearance or interview is to be familiar with the subject matter to the extent that you can anticipate questions that might be asked. This requires assessing the audience, their interests, biases and familiarity with the subject area. Remember that you are packaging both yourself and your ideas so that they can be understood and accepted by your audience. In preparing a 30-second prime time ad to market a product, careful consideration is given to the message and how it is to be presented The same is true for a spokesperson who is preparing to convey a corporate message.

7 PERSONAL APPEARANCE What a speaker looks like should never over-shadow what he or she has to say. A speaker s appearance, however, can help make the message more convincing. Keep these points in mind as you prepare for a public appearance. Dress conservatively. Wear a dark suit with a solid color shirt or blouse (preferably light blue). White tends to reflect light onto the face of the person wearing it. Socks for men should be knee length. Hoisery for women should be seamless, with nude toe and heel. Do not wear flashy jewelry. Keep jacket or dress free of lapel buttons or pins. There should be no bulky items in pocket. For major appearances use powder, professionally applied. A dusting of powder on your face will help avoid shine often caused by bright lights. It will also mask any tendency men have toward five o clock shadow. Do not wear light sensitive glasses or sunglasses. When seated, keep jacket buttoned but pulled straight to avoid wrinkles. Make sure collar and tie are straight, shirt tucked in, blouse neat.

8 BODY LANGUAGE Professional actors are finely tuned to their emotions, enabling them to speak with the movement of a hand. An effective spokesperson also makes use of body movements to convey appropriate emotion. The following gestures and expressions are considered positive and convey personal interest and self-confidence: Look people in the eye; Lean slightly forward, if seated; Make hand movements that occur naturally as a supplement to what you are saying; Listen intently to anyone who asks a question; Listen to what other people have to say. The following gestures and expressions tend to be negative and convey tension and nervousness: Inappropriate smiling, laughter; Tightly clasped hands; Hands gripping sides of chairs, tables, knees; Hands toying with pencils, water glasses, buttons, microphones; Drumming on the tabletop; Tightening and loosening of jaw; A ramrod straight, unnatural posture. These movements convey impatience and discomfort: Swinging legs; Shifting in chair; Shifting eyes. These movements convey guilt and disinterest: Casting eyes toward ceiling; Failure to look at the audience; Slouching posture; Closing eyes.

9 OVERCOMING NERVOUSNESS It is natural to be nervous before a public appearance. Every professional entertainer experiences some kind of butterflies before a performance. The symptoms are usually a nervous stomach, perspiring, shifting eyes, death grip on chairs... What can you do about it? Practice a few relaxation exercises before you go on rolling your neck, swinging your arms, stretching. Take a deep breath, hold it for three-five seconds, let it out slowly. Stand naturally with your feet shoulder-width apart, your hands loose and relaxed. Then shake your hands and arms, letting the vibration work itself into the rest of your body. Nervousness adds adrenaline to your system it can make you sharper and quicker use it. Think of nervousness as a way of ensuring that you are up for the presentation. The best way to combat nervousness is to come prepared for the situation by knowing your subject matter and the major points you need to make.

10 RMACOMMUNICATE CLEARLY. Reputation Management Associates TM. elations.com Media Training Presentational Skills Crisis Management Public Relations. Keynote & Session Topics Reputation Management Associates Anthony Huey has presented more than 1,400 speeches, workshops and seminars and is consistently rated as the best speaker of the event. Anthony is guaranteed to fire up any audience, and provides attendees with information they can use immediately. Each speech, workshop and seminar is customized, and is entertaining, full of useful information and uses real-life video examples to illustrate important points. NO boring PowerPoint presentations or overhead slides! Here are a few of our most popular topics. COMMUNICATING IN A CRISIS 30 Years of Work Destroyed in 30 Seconds Somewhere within every organization, a crisis is waiting to happen. Maybe tomorrow, maybe next year or even in five years; you can t be sure what the crisis will be or when it will strike. But you can be sure that a crisis will put your organization s hard earned image and reputation up for grabs. We teach attendees how to communicate with the media, and many other audiences, during a crisis. Attendees will learn how to respond to questions briefly and directly, and learn how to control the flow of information in a crisis. PRESENTATIONAL SKILLS Take Control of Any Audience You ve just spent days on a RFP to secure a multi-million dollar contract. The final phase is a formal sales presentation. How will you stand out from your competition? Most times, it s how you present that makes the difference. This session teaches you how to stand on your feet and convince. From formal speaking to business presentations, this workshop is designed to make you and your team more dynamic presenters. SOCIAL MEDIA TRAINING Build Meaningful Messages & Relationships Learn how to interact successfully and become a trusted online resource in this highly interactive session. RMA provides answers to all those common and not so common questions that arise through social media participation. Attendees will leave the session with tips on using social media as an effective marketing tool. Session Lengths & Fees Each topic can be tailored to fit your specific time constraints, level of knowledge, communication goals or media situation. MEDIA TRAINING How to Survive a News Interview Today s savvy business leaders realize that the media are a powerful tool in both marketing an organization s message and mitigating damage in the time of a crisis. Participants will leave the session with very specific tools on how to conduct a news interview, communicate to many different audiences, and get the organization s message across in a clear way. This session is excellent for beginners or those already familiar with the news media and has become popular as a refresher course to hone techniques and keep skills sharp. NEGOTIATION SKILLS Respond to Any Question...From Anyone The question came out of left field, a question you never expected, and one for which you have no answer. What to do? Unacceptable options are stammering, silence, inappropriate laughter, and just plain verbal panic. What you need to do is think quickly, then take control. This session will give you the techniques and strategies you need to respond to difficult, even angry, questions, all the while looking for opportunities to say what you want to say.. PITCHING THE MEDIA Use the News Media to Sway Public Opinion Learn the secrets of today's top public relations pros. This session teaches you how to use the news media to YOUR advantage, whether it's reaching politicians about your issues or generating positive publicity for your organization. Participants are introduced to concepts such as making effective media pitches, developing relationships with the media & much more. 30 to 90-Minute Speech...Call for Pricing 2 Hour Session...Call for Pricing 3 Hour Workshop...Call for Pricing 6 Hour Seminar...Call for Pricing 1020 Dennison Ave.; Suite 101 Columbus, Ohio (Phone) (Fax) (Web) anthony@media-relations.com (Twitter)