Delivering effective presentations

1. PUBLIC SPEAKING Delivering effective presentations

2. RHETORIC • The art of persuasion • What are the ingredients of a presentation that inspires or touches you?

3. BECOMING A GOOD SPEAKER • Public speaking is a career. You learn by doing. • We’re going to provide you with the basics.

4. TRAINER • The word TRAIN derives from: • “Instruct, discipline, teach," 1540s, from train (n.), probably from earlier sense of "draw out and manipulate in order to bring to a desired form" (late 14c.) (online ethimology dictionary) • To perform a good training activity you need to know the form or shape you’d like to give to the people attending.

5. In other words, what are you expecting them to do after the training? How do you want them to be?

6. WHAT IS COMMUNICATION? • Communication is the act of sending a message which “gets people to act”. • Transferring an idea without getting people to act is not communication, but it is just talk. • The people in your audience normally already know what they should be doing. Your skill is igniting the spark which gets them to action!

7. THE IMPORTANCE OF COMMUNICATION • Once we’ve got an idea to communicate to a public, we need to understand that the same basics applicable to “one on one communication” also apply to communicating to an audience.

8. THE AUDIENCE IS NOT A GENERALITY • You do not talk to the whole room, but to every single person in the audience. • If in the room there are 20 people, you have 20 simultaneous communication cycles.

9. SUCCESS OF A SPEAKER • ASSUMING THAT THE INFORMATION GIVEN BY THE SPEAKER IS VALUABLE, HIS SUCCESS DEPENDS ON: • 50% PERSONALITY • 50% TECHNICAL ASPECTS OF HOW HE IMPARTS THE INFORMATION

10. TECHNICAL ASPECTS • Technical aspects include: • PREPARING THE ROOM FOR THE PRESENTATION • INTERACTING WITH THE AUDIENCE (A silent audience is dangerous). • PREPARING THE PRESENTATION • HANDLING THE MEDIA (flipchart, ppt, etc)

11. SETTING UP THE ROOM (HALL) • Arrive early to ensure everything is under control and to acclimate to the place. • ROOM ARRANGEMENT: arrange the room in the most proper way for the event. Try not to put barriers between you and the audience. • STARTING TIME: Try to stick as closely as possible to the established schedules. But DO NOT start if most of the attendee’s have not arrived yet. They would disturb the presentation. • Every 1 hour and 45 minutes you must call a break.

12. INTERACTING WITH THE AUDIENCE

13. HOW SHOULD YOU HANDLE THE AUDIENCE? • First of all the speaker should feel himself the cause (source) of whatever happens with the audience and of how each person in the audience is behaving.

14. INTERACTING WITH THE AUDIENCE • CONTINUOS INFORMAL VERIFICATION: Look people in the eyes. • FUNCTIONAL REDUNDANCY: Repeat the concepts several times. For people to remember it after one month, you have to repeat something at least 14 times during your presentation. • FIL-ROUGE • SHORT INTRODUCTION – ANALYSIS – SUMMARY:“Say what you want to say, say it, say what you have said”. • EMOTIONAL LEARNING: Communicate information with emotions • HANDLING THE QUESTIONS: Answer • each question • TWO-WAY COMMUNICATION: Keep interaction with the audience

15. EXERCISE • Prepare and give a short speech: A Successful Action or Best Practice in your job. • The speech is aimed at the people in the room at this time.

16. INTERACTING WITH THE AUDIENCE • Ask frequent questions and do write the answers on the flipchart. • Give a concept and ask them how they would use it. • Use frequently “In your opinion…?” • Sometimes try to make them reach the conclusion or discover the information • Include exercises • The Point: keep people awake. Optimum communication requires 50% of the time speaking and the other 50% listening. If there is too much “incoming communication” people fall asleep. • Do not necessarily follow the entire program. If a certain part captures the audience, you can even cut short the original program.

17. EXERCISE • Prepare and hold a speech: A successful action or best practice in selling • What do you want people TO DO as a result your presentation (= Message) • Prepare an introduction and questions to “open up” the audience. • Write the ending. • Rehearse the key points of the speech.

18. SECOND DAY

19. KEY DATA ON INTERACTING WITH A SMALL AUDIENCE (UP TO 40) • A SILENT AUDIENCE IS DANGEROUS • THE AUDIENCE SHOULD SPEAK AT LEAST 50% OF THE TIME • TWO-WAYS COMMUNICATION IS MORE IMPORTANT THAN INFORMATION • SPEAKING LIGHTENS UP THE PEOPLE IN THE AUDIENCE • THE MOOD OF THE AUDIENCE IS MORE IMPORTANT THAN YOUR PROGRAM • THE TRAINER ACTS AS THE COORDINATOR OF THE AUDIENCE KNOWLEDGE • THE TRAINER GETS THE AUDIENCE TO GET TO THE INFORMATION • THE TRAINER MUST TELL THE PEOPLE WHAT TO DO AFTER THE PRESENTATION

20. PREPARING THE PRESENTATION

21. OUTLINE OF A SPEECH • Each speech includes: • a) A Beginning where you tell the audience the purpose of the speech. Pleasant, high-toned (you can even make a joke or tell a funny story). • b) A central part where analyzing technical data, logical reasoning and procedures. • c) An End where you bring about the success of the speech with a crescendo in terms of mood and emotion • The end of the speech must be in a crescendo and people should leave more energized than when they arrived. • In the end you have to be very convinced and highlight the sense of “social mission” in what people will have to do. • There is no two-way communication in the final part of the speech.

23. PREPARING A PRESENTATION • Prepare an outline and study it. • By doing just this, you will be a successful speaker. • To prepare a good outline, you should know as much as possible about the people attending.

24. INGREDIENTS OF COMMUNICATION • Communication requires that I’m all set on what is the message I’d like to send to the other person. • “What do you want people to do after your speech?”

25. THE IMPORTANCE OF THE MESSAGE • The presentation may cover many different topics, but keep in mind that people after the presentation do remember one or two messages at the most. • If you have more things to discuss, cut it down to the really important things and repeat them over and over during your presentation. • Once you’re all set on the message, prepare the PERSUASIVE MIX: the tools and the arguments you’ll use to get your message through.

26. Outline of a Speech • The message you want to communicate • Persuasive Mix: • Beginning of the speech (brisk and lively): • Purpose of the speech (why it is interesting) • Question or questions to “open up” the audience • Central part (data, procedures, logic, schemes): • Introductory question • Data and information 1° DATUM • Convincing summary • Introductory question • Data and information 2° DATUM • Convincing summary • End (including pathos or the social impact in what we have to do) • Ethos, Pathos and Logos are present throughout the entire presentation.

27. TIPS FOR PREPARING THE OUTLINE • Include in the outline some questions • In a course include some exercises (when you ask people to do things, be certain they do it, otherwise you lose leadership). • You must be very good both at the beginning and at the end because they are the parts that make the difference in the speech • Write LARGE notes with the key points of the speech so that you can see them also when distant. • Rehearse the key points. • Try not to leave anything to chance.

28. HANDLING THE MEDIA • Flipchart: write clear and readable • Projector: do not “get replaced by power point!”. • Print the slides and write notes on them • Use emotional video’s

29. KEY TIPS • Breaks are not breaks for you. They are important moments to reinforce the concepts, get allies or handle objecting attendee’s. • Each audience has his own opinion leaders. Try to get them as allies and during breaks give them attention.

30. HOW TO BOOST YOUR PRESENTATIONS

31. ETHOS, PATHOS, LOGOS • A good speech or presentation needs ethos, pathos and logos • Ethos: the moral strength of the speaker. • Pathos: to communicate data emotionally or stirring up emotions. • Logos: logical reasoning about why our procedures, technical data or what we are saying is the right thing to do.

32. FACTORS IMPACTING QUALITY OF COMMUNICATION • 1) A good discipline of the communication. • 2) Conviction-Emotion-Action. • 3) Emotional bond between you and the people attending.

33. CONVINCTION • a) Do not teach something that you are not able to do successfully. You can teach only what you can do well. • b) Study the people attending to understand that you can teach them something. • c) Continue to visualize what you want them to do after your speech. • d) BE CONVINCED

34. EMOTIONAL BOND BETWEEN YOU AND THE PEOPLE ATTENDING • The emotional bond between you and the people attending greatly enhances understanding. • Highlight the similarity between you and the people attending. “I am like you, guys”. “I too go out every day trying to sell …”. • Show real affection and interest for the people in the room. For you, they must be first of all important as individuals. • Get close to them. • Be compassionate.

35. IDEAS TO MAKE THE COMMUNICATION MORE MOTIVATING • Tell a phrase with great conviction and with a loud voice, then lower it suddenly to summarize the concepts. In the moment you lower the tone of the voice, the interest of the audience increases. • When you have something important to say, increase the pause between a word and the other. • Take some pauses where you look at the audience in silence. • Put some suspense or mystery (like telling a story whose nobody knows the end). • Remember that persuasion must include also the esthetic as its fundamental component. • Be touched.

36. EXERCISE • Prepare a speech: “What do you find effective in self motivation”. • What do you want people TO DO as a result your presentation (= Message) • Prepare an introduction and questions to “open up” the audience. • Write the ending. • Rehearse the key points of the speech.

37. CHANGE

38. THE CHANGE OF PEOPLE • Emotion leads up to the desire to get into action!!! • To create emotions, you must be convinced. • To create emotions you must talk to the soul and not to the head of the people attending. • Whenever you create an emotion during a speech, people change their minds and decide to change something in their lives.

39. NOW WE’RE GOING TO TRY TO CREATE AN EMOTION…

40. EMOTIONS • Some of the factors that create emotions, assuming that you are greatly convinced: • Your enthusiasm. • Your empathy (= your ability to accurately understand (feel) the feelings of the other people) • The fact that you understand and mention intimate difficulties or thoughts that the people in the room have experienced or are experiencing. • The fact that with small things we can often trigger great changes. • Values such as “freedom” and “honour”. • Revelations about yourself. • To create emotions, you need to talk about things that touch you.

41. RIGHT MIX FOR A SPEECH • A logical part explaining in detail what needs to be done and why. This part should include the steps the person should do right after the presentation. • An emotional part where you bring about an emotion in the people attending by talking about something that moves you. • If while getting the final message through you are touched by something, you’ve got it made!

42. EXERCISE • Prepare a speech: • YOU MUST MOVE THE AUDIENCE • TO DO IT YOU HAVE TO TALK ABOUT SOMETHING THAT MOVES YOU • AFTER YOU HAVE MOVED THE AUDIENCE (OR YOU YOURSELF HAVE BEEN MOVED) YOU SHOULD ADD A MESSAGE FOR THE PEOPLE IN THE ROOM.