For most people, public speaking is one of their most fearful tasks. Granted, it seems unfair that individuals with a natural talent for speaking can make this task seem so easy and effortless. But regardless of whether you are a"natural" or an inexperienced speaker, preparation is key for a successful presentation.
That said, preparation for less experienced presenters may focus more on overcoming "stage fright" and less with developing the content of their presentations. And while this is understandable, speakers must remember to give equal weight towards organizing and structuring what they have to say.
Let's face it, most of us have attended training sessions and presentations where we questioned why we wasted the time attending in the first place. Of course, not every presenter will dazzle an audience with his or her "platform skills", but this is not necessary if the presentation is focused and well-organized.
Here are ten tips to remember when preparing your next presentation:
1. Clearly identify and list the objectives of the presentation.
2. Draft an outline based on these objectives.
3. Refine and expand the outline into a "script".
4. If used, ensure visuals and printed materials reinforce the main points of the presentation.
5. Likewise, refrain from using hand-drawn charts, diagrams, and hand-outs.
6. During the presentation, resist reading visuals word-by-word.
7. Allow time for questions and some discussion. Most adults are quickly bored with lectures.
8. Above all, keep things moving and be sure to start and end as scheduled.
9. Solicit feedback and make revisions for subsequent presentations.
10. Practice makes perfect. Rehearse!
For more details, refer to the previous Postings on this topic as well as the many desk top and web-based references available on this topic.
Jack
Showing posts with label Training and Development. Show all posts
Showing posts with label Training and Development. Show all posts
Wednesday, May 25, 2011
Wednesday, May 18, 2011
Preparing Presentations: Tips For Using Visual Aids and Handouts
While it is true that Visual Aids can enhance a public speaking topic, it is equally true these devices alone will not compensate for a poorly prepared presentation or presenter.
Of course, there’s nothing wrong with adding a few "bells and whistles" to a presentation. After all, most people react positively to visual cues. But when visuals are either misused or overused, they can easily obscure a speaker's message, thus leaving attendees wondering what they just sat through.
That said, in designing a presentation, the first order of business is to identify the topics to be covered and the objectives for each topic. It is only after these are established, that it makes sense to determine the best way to present and reinforce these objectives.
Next, if it is determined that Visual Aids will enhance the presentation, then the presenter will need to determine which type of visual will best do the job.
Obviously, there are many types of Visual Aids, running the gamut from commercially produced Videos and DVDs to in-house produced Slides, Overheads and Power Point Presentations. And let's not forget flip charts, and black or white boards.
It should be noted these latter three visual devices are ideal for recording discussion points and summaries in real-time. And while these can add an element of spontaneity to a presentation, their use requires an active presentation style -- a "platform skill" less-experienced presenters may not have developed.
Overheads and Slides provide for a more polished (and formal) presentation, and since these visuals are done beforehand, the presenter can ensure coverage of all the important objectives of the presentation. The downside is the potential boredom of the attendees, especially if the presenter resorts to reading these visuals aloud and for verbatim.
The best strategy is to use a combination of Visual Aids. Of course, this depends on the skill and comfort level of the presenter. And these will only come with practice and experience.
Here are a few tips to remember when designing and using Visual Aids:
* Only include visuals that add interest and impact to the presentation.
* Likewise, make sure all visuals are germane and relevant to the topic.
* If visuals are summarizing key points, keep wording to a minimum.
* Resist reading the visuals word-by-word. Attendees can do this themselves.
* Aim for a degree of spontaneity and "give and take". Canned presentations excite no one.
* Be careful of visual overload. There's a fine line between interest and distraction.
* In the event of equipment problems, have a backup plan.
While Visual Aids can dress up any presentation, items such as handouts and other assorted "takeaways" are tangible enhancements that can serve as reference and reinforcement tools that attendees can use back on the job.
Handouts can be reproductions of the visuals used in the presentation or supplemental information not covered in the presentation. For Training Seminars, these items may include workbooks, manuals, and charts, to name a few common examples.
The best supplemental materials, are clearly written and self-evidently useful. Conversely, poorly designed handouts will, in all likelihood, be discarded or largely ignored. And if this is the case, what’s the point of distributing them in the first place?
In order to maximize the most benefit from distributing handouts, consider the following tips when designing these aids:
* Like visual enhancements, only use these materials to reinforce and supplement the main points of the presentation.
* Strive for brevity and clarity. Handouts that are wordy or visually confusing will be ignored.
* Have charts and diagrams prepared professionally. In this day and age, there’s no legitimate reason for any presenter to distribute copies of hand-written notes and charts.
* During the presentation, refer to these materials but resist reading them verbatim.
* If the printed materials are designed to be used as desktop references, emphasize this point to the attendees.
In the end, design and distribute handouts as part of the overall design of a presentation, and not as afterthoughts or fillers. This will make for a tighter and more focused presentation that, and one that will be more meaningful and informative for the attendees.
Jack
Of course, there’s nothing wrong with adding a few "bells and whistles" to a presentation. After all, most people react positively to visual cues. But when visuals are either misused or overused, they can easily obscure a speaker's message, thus leaving attendees wondering what they just sat through.
That said, in designing a presentation, the first order of business is to identify the topics to be covered and the objectives for each topic. It is only after these are established, that it makes sense to determine the best way to present and reinforce these objectives.
Next, if it is determined that Visual Aids will enhance the presentation, then the presenter will need to determine which type of visual will best do the job.
Obviously, there are many types of Visual Aids, running the gamut from commercially produced Videos and DVDs to in-house produced Slides, Overheads and Power Point Presentations. And let's not forget flip charts, and black or white boards.
It should be noted these latter three visual devices are ideal for recording discussion points and summaries in real-time. And while these can add an element of spontaneity to a presentation, their use requires an active presentation style -- a "platform skill" less-experienced presenters may not have developed.
Overheads and Slides provide for a more polished (and formal) presentation, and since these visuals are done beforehand, the presenter can ensure coverage of all the important objectives of the presentation. The downside is the potential boredom of the attendees, especially if the presenter resorts to reading these visuals aloud and for verbatim.
The best strategy is to use a combination of Visual Aids. Of course, this depends on the skill and comfort level of the presenter. And these will only come with practice and experience.
Here are a few tips to remember when designing and using Visual Aids:
* Only include visuals that add interest and impact to the presentation.
* Likewise, make sure all visuals are germane and relevant to the topic.
* If visuals are summarizing key points, keep wording to a minimum.
* Resist reading the visuals word-by-word. Attendees can do this themselves.
* Aim for a degree of spontaneity and "give and take". Canned presentations excite no one.
* Be careful of visual overload. There's a fine line between interest and distraction.
* In the event of equipment problems, have a backup plan.
While Visual Aids can dress up any presentation, items such as handouts and other assorted "takeaways" are tangible enhancements that can serve as reference and reinforcement tools that attendees can use back on the job.
Handouts can be reproductions of the visuals used in the presentation or supplemental information not covered in the presentation. For Training Seminars, these items may include workbooks, manuals, and charts, to name a few common examples.
The best supplemental materials, are clearly written and self-evidently useful. Conversely, poorly designed handouts will, in all likelihood, be discarded or largely ignored. And if this is the case, what’s the point of distributing them in the first place?
In order to maximize the most benefit from distributing handouts, consider the following tips when designing these aids:
* Like visual enhancements, only use these materials to reinforce and supplement the main points of the presentation.
* Strive for brevity and clarity. Handouts that are wordy or visually confusing will be ignored.
* Have charts and diagrams prepared professionally. In this day and age, there’s no legitimate reason for any presenter to distribute copies of hand-written notes and charts.
* During the presentation, refer to these materials but resist reading them verbatim.
* If the printed materials are designed to be used as desktop references, emphasize this point to the attendees.
In the end, design and distribute handouts as part of the overall design of a presentation, and not as afterthoughts or fillers. This will make for a tighter and more focused presentation that, and one that will be more meaningful and informative for the attendees.
Jack
Wednesday, May 11, 2011
Preparing Presentations: Scripting Your Message
In the business world, making presentations is as common as writing memos. That said, public speaking remains a most uncomfortable task for many business people. Granted, those with a flair for public speaking can make this task look easy, but even accomplished speakers have learned that the key to performing this task well is preparation.
In this regard, speaker preparation should focus on "Content" first, and "Delivery" second. Unfortunately, many inexperienced speakers become so obsessed with "putting on a good show" that content becomes the secondary focus. And if the content of the presentation is lackluster, all the Public Speaking Skills in the world will do little to improve this.
Simply put, presenters must develop their content through careful scripting of their message. And this holds true whether one is delivering an address at an Annual Sales Conference, or summarizing departmental activities at a weekly staff meeting.
Scripting a presentation is Business Writing, and as with most Business Writing this task begins with a plan. First off, the presenter needs to identify the purpose of the presentation. Next, it’s a matter of putting together an outline of what is to be covered in support of this stated purpose.
But these two steps will only provide the bare bones of a presentation. For a complete script, the presenter needs to “flesh” things out with a few adornments. In this context, we mean the handouts, visuals, or other resources a speaker may use to enhance and refine the presentation.
Of course, a presenter has to be careful about misusing these devices. Too many can overwhelm the message, and “wordy” ones will often bore an audience. In a word, be judicious in the use of visuals and the like. Your aim should be to add interest and emphasis, so only include visuals that will highlight and reinforce the main points of the presentation.
As you put together your presentation, here are seven tips to consider:
1. Identify the objectives of the presentation in clear and precise terms.
2. Formulate an outline of the presentation based on these objectives.
3. Design handouts and visuals with purpose and not as "filler".
4. Expand the outline into a formal script.
5. Time Block your script, making sure you allow for questions, discussion, etc.
6. Rehearse the presentation. Practice makes perfect!
7. Make revisions.
It should be noted that it is natural for most speakers to experience some anxiety or "stage fright". But again, preparation is the key to overcoming this. If you take the time to know your material "cold" and speak with an air of confidence, you may be surprised by just how well you’ll do.
Finally, it is important for speakers to "stay within themselves" when delivering their presentations.
While it may be useful to observe other speakers' styles, mimicking others is not always prudent. Jokes and amusing anecdotes may work for some speakers, but if you are not at ease with using these devices, then don't use them. In the end, it's the content that should be remembered, more so than the cleverness of the speaker.
Jack
In this regard, speaker preparation should focus on "Content" first, and "Delivery" second. Unfortunately, many inexperienced speakers become so obsessed with "putting on a good show" that content becomes the secondary focus. And if the content of the presentation is lackluster, all the Public Speaking Skills in the world will do little to improve this.
Simply put, presenters must develop their content through careful scripting of their message. And this holds true whether one is delivering an address at an Annual Sales Conference, or summarizing departmental activities at a weekly staff meeting.
Scripting a presentation is Business Writing, and as with most Business Writing this task begins with a plan. First off, the presenter needs to identify the purpose of the presentation. Next, it’s a matter of putting together an outline of what is to be covered in support of this stated purpose.
But these two steps will only provide the bare bones of a presentation. For a complete script, the presenter needs to “flesh” things out with a few adornments. In this context, we mean the handouts, visuals, or other resources a speaker may use to enhance and refine the presentation.
Of course, a presenter has to be careful about misusing these devices. Too many can overwhelm the message, and “wordy” ones will often bore an audience. In a word, be judicious in the use of visuals and the like. Your aim should be to add interest and emphasis, so only include visuals that will highlight and reinforce the main points of the presentation.
As you put together your presentation, here are seven tips to consider:
1. Identify the objectives of the presentation in clear and precise terms.
2. Formulate an outline of the presentation based on these objectives.
3. Design handouts and visuals with purpose and not as "filler".
4. Expand the outline into a formal script.
5. Time Block your script, making sure you allow for questions, discussion, etc.
6. Rehearse the presentation. Practice makes perfect!
7. Make revisions.
It should be noted that it is natural for most speakers to experience some anxiety or "stage fright". But again, preparation is the key to overcoming this. If you take the time to know your material "cold" and speak with an air of confidence, you may be surprised by just how well you’ll do.
Finally, it is important for speakers to "stay within themselves" when delivering their presentations.
While it may be useful to observe other speakers' styles, mimicking others is not always prudent. Jokes and amusing anecdotes may work for some speakers, but if you are not at ease with using these devices, then don't use them. In the end, it's the content that should be remembered, more so than the cleverness of the speaker.
Jack
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