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5 Key Questions When Planning Your Presentation (Presentation Masterclass – Part 2)

5 Key Questions When Planning Your Presentation (Presentation Masterclass – Part 2)
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Typical presentation process

    Part 1 of this series is here.

    Let’s just reiterate our starting position here:

    MOST PRESENTATIONS SUUUUUUUUUCK!

    This happens at all stages of the life-cycle of a presentation, but if your base preparation is below par, then no amount of shiny graphics and animation will save you – sucky foundation, sucky presentation.

    To rise above the background noise of a zillion average-to-bad presentations, here are a handful of key questions to ask yourself as you put your thoughts together:

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    • Do I really need to present?
    • What do I want to occur as a result?
    • What is the mindset of my audience?
    • How am I going to structure my points?
    • Do I need to use visual aids?

    There are other questions of course, but these are the cornerstones.

    1. Do I really need to Present?
    Is gathering these people in a room and talking to them, with or without visual aids, the best way of imparting this information to this group of people? When I lecture on this topic, I facetiously suggest using anything from Pony Express to Skywriting to get your message across – precisely because as McLuhan said, in many cases the medium is the message.

    Would you be better off with six people sitting around a coffee table discussing some hefty tome of a report? How about a massive brainstorming session with 200 people with Post-it notes and lots of gophers. Maybe get your whole team down on a beach and the person with the conch shell gets to speak. Take your pick, but if your audience thinks you’ve got nothing of relevance to say, or that this is yet another ego trip by a manager with a PowerPoint fetish, no tool is going to help you.

    2. What do I want to occur as a result?
    If there is no call to action, there probably shouldn’t be a presentation. Even if your talk is purely informative, what do you want your audience to do with that knowledge? People need interpretation, not narration, and that is why you are up there. Tell them the data, tell them what you think it means and then get a discussion going on what you should all do about that.

    The starting point here is to define what constitutes a good outcome. If you’re a fairytale princess, it’s all about a castle and a handsome prince on a big white horse and everyone living happily ever after. In real life, it’s rarely that defined. Does the horse actually need to be white? At a pinch, would a truck do? Do you really need to be happy ever after, or just to end of this financial reporting period?

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    Get clear. Really clear. What do you want them to do after your presentation? If you have no strong answer to that question, then you need to revisit question 1 again.

    3. What is the Mindset of my Audience?
    This is the big one, because it is only if you can catch a glimpse into your audience’s mind, that you have the possibility of changing that mind. Who are these people? Why have you been asked to talk to them? What, as a group, is their disposition? What about key individuals within that group? Are some of them more dominant or influential than others? What are their beliefs? Are they right or wrong? Are they open to hearing that they don’t possess all the facts? Do you have hard evidence to present to them or just strong opinions – and which are they more likely to respond to?

    Say you are making two presentations on the same day about equality issues and sexual harassment in the workplace. Your first audience is a bunch of late middle-aged, white, suit-wearing, male executives. You discover from your research that half of them belong to the same golf club – and that club does not admit women as full members. Your second audience are the founders and senior execs of a Web 2.0 company. Average age is late 20s, a third of the audience are women and the place has a reputation for being a meritocracy. Do you deliver the same presentation, with the same content, case studies and tone? What would happen if you tried?

    4. How am I Going to Structure my Points?
    Try telling a child a bedtime story without a beginning-middle-end structure and see how far you get. You will be interrupted every five seconds. “Who is this princess?” “What spell?” There’s a wolf? where did he come from?” “Why would a stepmother do that?”

    Bad storytelling is beginning, muddle, end. (Philip Larkin)

    From the earliest age, we learn to take information on board sequentially. The poet Philip Larkin once said that bad storytelling is “beginning, muddle, end” and so it is for far too many presentations.

    What do you want your audience to do after you sit down? What is your point? How many elements do you need to break it down into in order to ram that message home? This is rarely a question of what you know, it’s a question of what do they need to know as a result of listening to you? That requires multiple drafts. One of the hardest things to do in compiling a presentation is to let your data go …

    You: “So there you have it. 66% of respondents preferred XX and that means 1 and 2 and 3.”
    Audience: “So what? You had me at 66%” OR “So what? 2 and 3 haven’t been relevant in this sector for over five years now!”

    Identify your audience’s trigger-points and build the anchors of your presentation around those. Place them in the order that is most compelling to that audience. Provide context at the beginning as necessary. And when you think you are finished drafting, distill it just a little more …

    5. Do I Need to Use Visual Aids?
    To PowerPoint or not to PowerPoint – that is another important question. Either way, I have found that the best way to start putting your presentation together is to stay away from your computer – and in particular from your presentation software. Talk to yourself in your car as if you were addressing this audience. Jot ideas down, or Dictaphone them as they occur to you. Capture little nuggets and phrases and thoughts. When you have the bones of your talk collated, lay out your story on paper. Then you can decide if imagery, or charts, or tables, will facilitate your audience’s comprehension, acceptance and retention of this information.

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    If your ideas require graphs to explain them, or to prove their validity, then yes, you may need Slideware to put them across. But if your audience consists of lay-people, you may be better simply vocalising the result: “We ran a series of tests on this and in each case the XX was preferred by two-thirds of the audience when compared to the YY.” Do we really need to see 14 charts which do nothing more than reiterate that sentence over and over?

    Frequently presenters use Slideware because they lack confidence at some basic level – their slides are used as a roadmap, a shield or an AutoCue. If you are the expert, and you have credibility, then your audience will accept that 66% of people prefer XX over YY; you don’t need to sledgehammer the point home with your 14 colourful charts.

    Presenters who do this are usually missing the point. Okay, the data tell us that 66% of people prefer XX. So what? What do you want me to do with that information? That should be the focus of your talk, not getting mired down in p-values and confidence levels. That’s what handouts are for: “I’ve briefly summarised the data for you this morning, and you can find the age and socio-economic breakdown of the respondents in the handout. What we need to talk about now are the implications of these findings for our manufacturing facility.”

    If all you want to put on your slides are words, then it’s really time to stop and think. PowerPoint is not an AutoCue, no matter how many presenters you have seen using it that way. Nor should it be a crutch-like roadmap for you as a presenter; you either know your stuff or you don’t. So let’s assume you do know your stuff, would you be better off just talking to this audience? Because if your slides are all words, I would ask do you need to meet them at all (question 1 again!) or could you simply email them your thoughts in a Word document? Look at Ken Robinson on TED – no slides, no barriers, between him and the audience; just a beautifully thought out, beautifully expressed talk. Compelling. Memorable. Effective. Affective.

    Focus on your purpose, your message and your audience and you won’t go far wrong. Once you are clear on those, the details of tools and delivery will become apparent.

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    Part 1 of this series is here.

    Next – Shaping your presentation

    More by this author

    Rowan Manahan

    Rowan is a professional trainer with over 20 years’ experience mentoring and consulting with executives at all levels.

    Where Am I Going? How to Put Your Life in Context 5 Key Questions When Planning Your Presentation (Presentation Masterclass – Part 2) Presentation Masterclass – Part 1: Introduction Guy Kawasaki’s Thoughts on Online Life Communication 101

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    Last Updated on July 20, 2021

    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)

    How to Overcome the Fear of Public Speaking (A Step-by-Step Guide)
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    You’re standing behind the curtain, just about to make your way on stage to face the many faces half-shrouded in darkness in front of you. As you move towards the spotlight, your body starts to feel heavier with each step. A familiar thump echoes throughout your body – your heartbeat has gone off the charts.

    Don’t worry, you’re not the only one with glossophobia(also known as speech anxiety or the fear of speaking to large crowds). Sometimes, the anxiety happens long before you even stand on stage.

    Your body’s defence mechanism responds by causing a part of your brain to release adrenaline into your blood – the same chemical that gets released as if you were being chased by a lion.

    Here’s a step-by-step guide to help you overcome your fear of public speaking:

    1. Prepare yourself mentally and physically

    According to experts, we’re built to display anxiety and to recognize it in others. If your body and mind are anxious, your audience will notice. Hence, it’s important to prepare yourself before the big show so that you arrive on stage confident, collected and ready.

    “Your outside world is a reflection of your inside world. What goes on in the inside, shows on the outside.” – Bob Proctor

    Exercising lightly before a presentation helps get your blood circulating and sends oxygen to the brain. Mental exercises, on the other hand, can help calm the mind and nerves. Here are some useful ways to calm your racing heart when you start to feel the butterflies in your stomach:

    Warming up

    If you’re nervous, chances are your body will feel the same way. Your body gets tense, your muscles feel tight or you’re breaking in cold sweat. The audience will notice you are nervous.

    If you observe that this is exactly what is happening to you minutes before a speech, do a couple of stretches to loosen and relax your body. It’s better to warm up before every speech as it helps to increase the functional potential of the body as a whole. Not only that, it increases muscle efficiency, improves reaction time and your movements.

    Here are some exercises to loosen up your body before show time:

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    1. Neck and shoulder rolls – This helps relieve upper body muscle tension and pressure as the rolls focus on rotating the head and shoulders, loosening the muscle. Stress and anxiety can make us rigid within this area which can make you feel agitated, especially when standing.
    2. Arm stretches – We often use this part of our muscles during a speech or presentation through our hand gestures and movements. Stretching these muscles can reduce arm fatigue, loosen you up and improve your body language range.
    3. Waist twists – Place your hands on your hips and rotate your waist in a circular motion. This exercise focuses on loosening the abdominal and lower back regions which is essential as it can cause discomfort and pain, further amplifying any anxieties you may experience.

    Stay hydrated

    Ever felt parched seconds before speaking? And then coming up on stage sounding raspy and scratchy in front of the audience? This happens because the adrenaline from stage fright causes your mouth to feel dried out.

    To prevent all that, it’s essential we stay adequately hydrated before a speech. A sip of water will do the trick. However, do drink in moderation so that you won’t need to go to the bathroom constantly.

    Try to avoid sugary beverages and caffeine, since it’s a diuretic – meaning you’ll feel thirstier. It will also amplify your anxiety which prevents you from speaking smoothly.

    Meditate

    Meditation is well-known as a powerful tool to calm the mind. ABC’s Dan Harris, co-anchor of Nightline and Good Morning America weekend and author of the book titled10% Happier , recommends that meditation can help individuals to feel significantly calmer, faster.

    Meditation is like a workout for your mind. It gives you the strength and focus to filter out the negativity and distractions with words of encouragement, confidence and strength.

    Mindfulness meditation, in particular, is a popular method to calm yourself before going up on the big stage. The practice involves sitting comfortably, focusing on your breathing and then bringing your mind’s attention to the present without drifting into concerns about the past or future – which likely includes floundering on stage.

    Here’s a nice example of guided meditation before public speaking:

    2. Focus on your goal

    One thing people with a fear of public speaking have in common is focusing too much on themselves and the possibility of failure.

    Do I look funny? What if I can’t remember what to say? Do I look stupid? Will people listen to me? Does anyone care about what I’m talking about?’

    Instead of thinking this way, shift your attention to your one true purpose – contributing something of value to your audience.

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    Decide on the progress you’d like your audience to make after your presentation. Notice their movements and expressions to adapt your speech to ensure that they are having a good time to leave the room as better people.

    If your own focus isn’t beneficial and what it should be when you’re speaking, then shift it to what does. This is also key to establishing trust during your presentation as the audience can clearly see that you have their interests at heart.[1]

    3. Convert negativity to positivity

    There are two sides constantly battling inside of us – one is filled with strength and courage while the other is doubt and insecurities. Which one will you feed?

    ‘What if I mess up this speech? What if I’m not funny enough? What if I forget what to say?’

    It’s no wonder why many of us are uncomfortable giving a presentation. All we do is bring ourselves down before we got a chance to prove ourselves. This is also known as a self-fulfilling prophecy – a belief that comes true because we are acting as if it already is. If you think you’re incompetent, then it will eventually become true.

    Motivational coaches tout that positive mantras and affirmations tend to boost your confidents for the moments that matter most. Say to yourself: “I’ll ace this speech and I can do it!”

    Take advantage of your adrenaline rush to encourage positive outcome rather than thinking of the negative ‘what ifs’.

    Here’s a video of Psychologist Kelly McGonigal who encourages her audience to turn stress into something positive as well as provide methods on how to cope with it:

    4. Understand your content

    Knowing your content at your fingertips helps reduce your anxiety because there is one less thing to worry about. One way to get there is to practice numerous times before your actual speech.

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    However, memorizing your script word-for-word is not encouraged. You can end up freezing should you forget something. You’ll also risk sounding unnatural and less approachable.

    “No amount of reading or memorizing will make you successful in life. It is the understanding and the application of wise thought that counts.” – Bob Proctor

    Many people unconsciously make the mistake of reading from their slides or memorizing their script word-for-word without understanding their content – a definite way to stress themselves out.

    Understanding your speech flow and content makes it easier for you to convert ideas and concepts into your own words which you can then clearly explain to others in a conversational manner. Designing your slides to include text prompts is also an easy hack to ensure you get to quickly recall your flow when your mind goes blank.[2]

    One way to understand is to memorize the over-arching concepts or ideas in your pitch. It helps you speak more naturally and let your personality shine through. It’s almost like taking your audience on a journey with a few key milestones.

    5. Practice makes perfect

    Like most people, many of us are not naturally attuned to public speaking. Rarely do individuals walk up to a large audience and present flawlessly without any research and preparation.

    In fact, some of the top presenters make it look easy during showtime because they have spent countless hours behind-the-scenes in deep practice. Even great speakers like the late John F. Kennedy would spend months preparing his speech beforehand.

    Public speaking, like any other skill, requires practice – whether it be practicing your speech countless of times in front of a mirror or making notes. As the saying goes, practice makes perfect!

    6. Be authentic

    There’s nothing wrong with feeling stressed before going up to speak in front of an audience.

    Many people fear public speaking because they fear others will judge them for showing their true, vulnerable self. However, vulnerability can sometimes help you come across as more authentic and relatable as a speaker.

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    Drop the pretence of trying to act or speak like someone else and you’ll find that it’s worth the risk. You become more genuine, flexible and spontaneous, which makes it easier to handle unpredictable situations – whether it’s getting tough questions from the crowd or experiencing an unexpected technical difficulty.

    To find out your authentic style of speaking is easy. Just pick a topic or issue you are passionate about and discuss this like you normally would with a close family or friend. It is like having a conversation with someone in a personal one-to-one setting. A great way to do this on stage is to select a random audience member(with a hopefully calming face) and speak to a single person at a time during your speech. You’ll find that it’s easier trying to connect to one person at a time than a whole room.

    With that said, being comfortable enough to be yourself in front of others may take a little time and some experience, depending how comfortable you are with being yourself in front of others. But once you embrace it, stage fright will not be as intimidating as you initially thought.

    Presenters like Barack Obama are a prime example of a genuine and passionate speaker:

    7. Post speech evaluation

    Last but not the least, if you’ve done public speaking and have been scarred from a bad experience, try seeing it as a lesson learned to improve yourself as a speaker.

    Don’t beat yourself up after a presentation

    We are the hardest on ourselves and it’s good to be. But when you finish delivering your speech or presentation, give yourself some recognition and a pat on the back.

    You managed to finish whatever you had to do and did not give up. You did not let your fears and insecurities get to you. Take a little more pride in your work and believe in yourself.

    Improve your next speech

    As mentioned before, practice does make perfect. If you want to improve your public speaking skills, try asking someone to film you during a speech or presentation. Afterwards, watch and observe what you can do to improve yourself next time.

    Here are some questions you can ask yourself after every speech:

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    • How did I do?
    • Are there any areas for improvement?
    • Did I sound or look stressed?
    • Did I stumble on my words? Why?
    • Was I saying “um” too often?
    • How was the flow of the speech?

    Write everything you observed down and keep practicing and improving. In time, you’ll be able to better manage your fears of public speaking and appear more confident when it counts.

    If you want even more tips about public speaking or delivering a great presentation, check out these articles too:

    Reference

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