Presentation Training - Suddenly A Wild Question Appears.

It's every presenters stickiest moment; the 'any questions' when people start to ask the things you don't know how to answer.

I was training one senior manager who asked me "why don't people ever ask about my presentation?" and the answer is simple; if you've prepared properly they won't need to ask questions.

The problem then becomes one of answering ancillary questions, and they weren't ready for those.

A good presentation should cover the subject well enough to not need questions that are directly about the detail; clarifying questions may well be asked, like "could you run through those projected figures again, and tell me how you got to that?" but questions of substance won't be asked.

And then...

Suddenly, a wild question appears... it hasn't been prepared for, it hasn't been worded properly, but by God it's been asked and that's all that matters.

That's all that matters...

This is where people get bogged down; the wild question doesn't care if it gets answered, it just wants to be asked. These are questions that say more about the person asking it than the presentation.

Does the person asking want to appear strong, or clever, or decisive, or ambitious? Have they got something to prove? Do they just want to be taken seriously? 

We get bogged down with giving information, even when we know that people are parcels of simian emotions wrapped up in a suit and tie. 

The veneer of civilisation is alarmingly thin when someone who's ignored at work... and at home... and at the golf club... decides to 'show them all' and ask a question at the end of a presentation. It's not about the question it's about self-esteem, and you're the one who has to answer it.

What do you do? 

"That's a really good point and I'm very glad you've raised it. I'm not sure I can deal with it in this forum, I'll come and find you when we've finished and we'll talk that through... oh and if anyone else has the same point, then come over and we'll got through it, but, sorry what's your name? OK Dave can lead us in that, if that's OK"

Is somewhere close, it shares the power with the questioner, shuts down a difficult moment and allows you a thinking space. It hands a 'leadership' role and it's 'above and beyond' what they expect from you.

To find out more go to www.jdoubler.co.uk or follow @johnrockley

Presentation Training - No Slides?

I have a friend who has a problem...

It's not me, and it's not that sort of 'problem'.

She's been asked to present at a popular business breakfast meeting. She's been asked to present for 40 minutes including Q&A. She's been told that there is no room for a screen and therefore there won't be any slides.

No slides...

Many of us who present or train regularly rely on our slides. We only present without slides when the technology fails. My most recent technical failure happened in a board room in Geneva; we had to sort it out with a mixture of hand gestures and Franglais. The French IT guy eventually got it working, but I did have a moment when I thought that the lovely Rolf Kurth and I were going to have to do our 3 hour session without the video clips, audio and headline screens.

We were about to deliver the training to a group of International non-native English speaking Senior Executives.

The thing is, even without the slides, we would have been fine... absolutely fine.

Your brain starts to fixate on the problem, on the unexpected, instead of the knowledge that the slides are the icing on the cake... we still had a bloody good cake (or gateau).

If you're a professional, an expert, a leader in your field, the most important thing in that room is you... not the slide show; it's you and what's inside your head.

So....
     Be aware that they will look at you not your screen
     Monitor your eye contact, you'll have to look at them
     Think about how you're saying it (you can't show them)
     Imagine you're having a conversation with them in the pub; you've just been asked "what do you think"
     Keep it concise, without the visual element more concentration is needed.
     Embrace the Adrenaline, it will make your brain work faster and more efficiently.
     Don't think how much better it is with slides. The audience don't know or care, they want you to be good now!

And if you can't present without slides, your presentation needs to be re-written... you never know when they'll fail.

Presentation Training - Your Number's Up.

I like words, words can do what you want them to do; they can swirl around forming pictures in the sky, they can transmit emotion, they can bring people together, they can start arguments, they can do anything.

Words are the modelling clay of meaning...

Numbers are not.

Numbers are cold and hard and they mean one thing, 4 will always be 4, but fore, for, and four are very different.

Or at least that's how modern culture looks at numbers, as fixed moments in our minds.

The problem is that numbers have been leading a double life, they have been moonlighting as escorts who are ready to let you do terrible, terrible, dirty things to them.

Take the % symbol. It's used as a fairground mirror to make things look bigger or smaller or just different... "100% increase in users!" you trumpet... that means you now have 2 users rather than 1...

Well.

Done.

You.

When you present numbers what should you remember?

1) Vague percentages mean nothing unless you put them into context.
Tell me the starting point for any rise or fall, don't just get excited by the big percentage. That said....

2) Avoid Percentages...
They may be the icing on your cake, or the way that you're able to show a good thing (or a bad) but my brain likes fractions. I can understand a quarter or "1 in four" better than 25%.

3) Remember your audience.
Are you presenting annual figures to a department or are you talking to a group of potential clients? The annual figures need to be in there for the report but do you need so many numbers talking to potential clients? Probably not, they want the business benefits and to see if you're the type of person they can do business with.

4) Very big and very small are incomprehensible.
If you're talking billions, trillions or on the other end of the scale, nanos or picos, my brain goes mushy.

That's why (in the UK) we like the Wales scale; as in "an area 3 times the size of Wales*" or "the height of 12 Nelson's Columns". We like comparisons with solid things. I don't know how big Wales is, but I can picture it on a map and if it's 3 times bigger then that must be very big... don't forget that even the great writer Dorothy Parker compared length, she said "If all the girls who attended the Yale Prom were laid end to end, I wouldn't be a bit surprised"

5) Headline numbers get remembered the subheadings don't. Use numbers sparingly.

The main thing is that you don't forget the reason for your presentation which is the passing on of UNDERSTANDABLE information. If the audience just get the information without understanding it, you'll need a 100% rewrite.

*62,283 Square Kilometres if you must know.

Presentation Training - Why Are You Here?

You walk up to the dais, you know why you’re there; you’re there to give a presentation. You’ve edited, pared down and you’ve prepared and prepared and prepared. You know what you’re going to say and you say it…

And yet, everyone still looks bored.

How can this be?

Do you lack charisma?

Is there something about you that’s just dull?

No, you’ve made one of the most common mistakes in presentation; you forgot to think about the audience.

Why are the audience there? Here are a few of the common reasons.

·         They’ve been told to be there.

·         They’ve come to hear bad news.

·         It’s all part of a new initiative; that they don’t like.

·         They NEED to be there but would rather not be.

·         They’re marking time before the keynote speaker that they WANT to see.

·         They feel obliged because you’re a client.

·         They feel obliged because they couldn’t tell you face to face that they don’t want your product and they’re stringing you along before telling you that the budget (that wasn’t there in the first place) has been cut.

·         They want the CPD points.

·         They want to be proved right and given the ammunition to go back to their workplaces and tell management that they were right all along

·         It was free and it gave them a legitimate day off.

·         They want to learn something.

The list could go on.

Without thinking about the reasons that your audience is there, your presentation will always be just about good enough, but never great.

When you’re putting your presentation together thing about the majority of the audience, put them in to context, and try to take your ego out of the equation.

It’s very difficult to be honest with yourself when (chances are), they’re not there to see you speak… or at least, that’s not the whole reason they’re there.

Presentation Training - Telling Tales.

The human brain is a remarkable thing.

It takes in information at a phenomenal rate and then forgets most of it.

Our eyes see that we’ve put our car keys on the table, our brain registers that information pops it in to short term storage and we then think about cake.

Mmmmm cake…

After a few moments thinking about cake our brains return to the problem of where the car keys are and… nope, it’s gone. It never made it into the, you know, thingy, the bit that does the whatsit…

So why do some things stay and some things go?

One of the ways that our brains have evolved is through the creation and understanding of stories.

Stories have given Homo-sapiens an advantage over other animals. Animals with higher brain function (not worms and jellyfish) learn from experience, they do something, get hurt or scared or have a positive reaction and they learn from it. Even goldfish will learn to take food at specific times from specific places; they learn that there will be a positive outcome of their actions.

We don’t bother with that, we just tell each other.

For example “my friend ate that berry and was very ill, so now we don’t eat that berry” or “I just killed a tiger, and this is how I did it.” The primitive human group now stops getting poisoned and stops getting eaten by tigers.

Brilliant.

Our brains crave stories, we look for them when they aren’t there, we build coincidence to explain difficult statistics, we create religion to explain living together, we write novels and screenplays and lie about things.

We need context and narrative to remember… it’s what our brains were built for.

Humans ARE stories.

So why has that presentation just been information?

The list of figures goes in and falls straight back out again.

So what can you do to be memorable?

• ·         Build a narrative around your information, why is it there, why is it important, what lead to this, what does it mean for me.
• 
  
• ·         Give your information context
• 
  
• ·         Think about your beginning, middle and end.

The audience is looking for all of these things, and needs these things otherwise they won’t remember why you were there in the first place.

Presentation Training - PowerPoint is not your friend.

PowerPoint has killed the art of presentation.

That’s a bold statement, but it has truth in it.

Look at some of the great orators, some of the great movie scenes, some of the most inspiring speeches ever given; do they have a large PowerPoint slide behind them?

No, no they don’t.

Think of Alec Baldwin in ‘Glengarry Glen Ross’ what would that scene have looked like with a PowerPoint presentation? Yes he does have a black board with a couple of acronyms but he certainly doesn’t have a sophisticated set of slides. No, he just has a sophisticated way of swearing… and brass balls.

PowerPoint is a very powerful tool… but that’s what it is, it’s a tool.

The problem is it’s a seductive creature that allows you to make things appear and fly out and fade and wipe and appear and whirl off into the distance and jump sideways and change colour and and and….

It’s remarkable how many people in business think that PowerPoint will do their job for them.

It’s remarkable how many people in business complain about boring PowerPoint presentations and don’t recognise their own cognitive dissonance.

‘I can’t stop using slides…’ you say. ‘I have too much information to get across…’ you say.

I’m not demanding that PowerPoint should be thrown out; what I am saying is use PowerPoint properly.

• ·         One thought per slide.
• ·         If it can be said with an image then say it with an image.
• ·         Be visual.
• ·         Keep text to a minimum.

Let PowerPoint be the back-up for what you’re saying, the added impact to reinforce your presentation…

PowerPoint is the tool, not you.

Presentation Training - Eye Contact

I am British, I don’t know the name of the person who lives next door, I don’t like to be touched, I am reserved and polite.

I have been introduced to people on my first day at work, forgotten their name, and been too British to ask again. When I left that job, I still wasn’t sure what their names were.

However, one thing that sets me apart from most of the British is that I’m really good at eye contact.

When someone is speaking I look them in the eye and I listen, when I’m telling someone something important I look them in the eye, when I present I look around the room making eye contact with as many people as possible.

How did I develop this skill? Was I born in to a strange sub-species or communicative Brits? No, I forced myself to look people in the eye because as a journalist and radio presenter I knew that eye contact was one of the most powerful tools I could use.

If someone is listening to you, you want them to keep eye contact; it helps you gage their interest and it shows empathy. Eye contact keeps you talking, it makes you say the things that you may not have said to someone who looks away… it’s great from a journalistic point of view.

It’s also vital when you are talking.

Keeping eye contact that means that you have something worth saying, something that you believe, something that the listener needs to hear.

If you’re presenting eye contact can mean the difference between being presented at and being presented to; use sweeping contact, change the person you’re looking at as you pause or start a new sentence. If you’re posing questions look as many people in the eye as possible to show that it’s not rhetorical. Ask someone to answer directly, if they can’t move on. Invite people in to your world by looking at them.

Practice your eye contact today… just don’t stare at people on busses… that can end badly.

Presentation Training - Put The Notes Down

In 2005 a poll was conducted and its results stated that the top 5 fears in America were Terrorist Attacks, Spiders, Death, Failure and War.

Unless your latest intern is a psychotic extremist arachnid, with access to weapons grade plutonium, and a working knowledge of the geopolitical situation, you’re not going to see these things at work.

You ARE going to have to deal with the fear of failure, especially when doing something you haven’t been trained to do – Presenting.

Most business people at one time or another have to present to groups; and whether it’s to colleagues or pitching for a contract it’s one of the scariest things many people have to do.

That’s why we like notes… notes are our security blanket.

My son is four years old, and he loves his muzzy. 

His muzzy is any square of muslin cloth that he can chew on during the night. My wife and I know that he’s tired because he wants his muzzy…

He’s four years old… he’s allowed a security blanket.

You are in business… you’re not.

So what do you do?

This may sound stupid, but you put the notes down.

There is no excuse for lack of preparation, you know that you’re going to have to present so you prepare. Work out what you’re going to say with the help of notes, script if you want, and then pare back... Turn your script into sub headings and brief paragraphs, then pare back and turn your brief paragraphs into bullet points, then pare back and turn your bullet points into single words.

Throughout this process you’re still working from the ideas within the original script but you’re entering it into long term storage. Don’t worry about being word for word; this is a presentation not a play.

Once you have the single words that can guide you through the presentation place them on a single card. 

This is your tiny square of muzzy. It’s there if you need it, to re-set what you’re talking about.

Don’t forget that most of what you’re talking about is on a PowerPoint behind you, and on a screen in front of you.

How will putting your notes away help you?

It will stop you reading, it will stop you being flustered finding your place and killing the presentation; it will stop your brain abdicating the responsibility of remembering.
 Adrenaline is your friend, without your notes your brain has to do the work and recall the information it would otherwise not bother doing.

You are a professional; you’re being asked to talk about something that you know.So why do you need notes?