Improving your Presentations

Most people, even experienced leaders, fear standing up in front of an audience as much as they fear writing exams. Even born conversationalists somehow get stiff, dry mouthed and uninspired facing dozens of eyes bearing down on them. Below are some practical tips to help you to connect with your audience, use PowerPoint more effectively, and deliver your presentation with confidence and flair.

Don’t “wing it” – it’s best to have a written presentation

Presentations can be career-enhancing or career-limiting moments. It is worth spending the time to prepare fully
to deliver an effective presentation.

Make sure that your presentation is written out fully so you do not forget any details. Full text also helps you from getting lost or wandering off the topic during your presentation. When preparing to write a speech, analyze the audience to which you are presenting. If the audience are not experts in the topic you have to “win them over” with your message(s). Ideally, the audience should take away three messages. Liken your presentation to a sales pitch where you are selling your organization and/or ideas. It is therefore essential to end a speech (“the tail”) on a high note with an “ask”. Think of the benefits for the person to whom you are speaking and not necessarily the benefits to yourself when you are pitching the “ask” in your presentation.

Connecting with your audience

The page setup of your text is critical to making an effective speech. Emphasize “punch words” with underlines, and place symbols beside words that will indicate when to look up at the audience. Symbols will also assist you to  pause and slowdown during your presentation. Try to maintain some eye contact with the audience and DO NOT FORGET TO SMILE!

Make eye contact with people that are listening to you by finding two or three members of the audience who are showing an interest in your remarks. Vary your tone and level of voice by “milking the meaning” of key words. Look down on the text with your eyes and not your head. This can be accomplished by setting up the page so that the text is in a large font, double-spaced and only set out on the top half of the page. The larger the room, the slower you should speak. Remind yourself to slow down by writing this in the text of your presentation.

Use pauses – they make the audience think about what you have just said and they also give the audience the opportunity to prepare for what you will say next. If you are worried about your voice, do breathing and sound exercises to relax prior to your presentation. You must have enough breath to carry through your sentences. If you are trying to squeeze words out at the end of your breath, you will look and sound nervous. Therefore take long, deep breaths before you begin your presentations. Do not overdo physical gestures and avoid fidgeting with props or paper. Be natural with your audience.

Leave room for unscripted anecdotes/stories

Include stories/ lived experiences approximately three times during a presentation. This will allow you to escape from your text as it is easier to speak without notes about something that you have done or believe in. Talk about yourself as the audience often wants to know who you are. Be personal when appropriate. Once you are feeling comfortable move away from the podium. The most appropriate time to do this is when you are about to tell a story. This is a great technique to engage your audience

“Connectors” and “The Ask”

A presentation should be no longer than 20 minutes to ensure that you maintain the audience’s attention. Your presentation should have a “top”, “body” and “tail”. Be strong off the “top” with your remarks as you are being judged within the first 10 seconds. The “top” of a speech should begin with a strong “connector” with the audience. For example, asking for a show of hands with a simple question will engage you with the audience. The “body” of your remarks will provide detailed information about your topic and the “tail” should close with “the ask”. The “ask” is not necessarily about asking for money but could include asking the audience for support of your cause. Remember that a presentation should build in momentum. Leave some powerful material to the end.

You are the message, not PowerPoint. Keep slide text to minimum

If you are using PowerPoint, keep the text in each slide to an absolute minimum – the simpler, the better. Do not use PowerPoint if your presentation is less than 10 minutes. The presenter is the centre of attention and not the slide presentation. Use diagrams and pictures only when you cannot describe the details from your text. Slide presentations also allow you to move away from the podium as you can point to the screen. This movement can help increase the audience’s attention. If you do have a lot of text on a slide, allow the audience to read it for themselves. Take a pause from your presentation while they are reading; silence can be effective. Slides can be used as a pacing device. Don’t forget to print out your slides for distribution.

The Presentation Environment

It is important to check the presentation environment prior to the delivery of a speech to ensure a proper comfort level. Check the audio-visual equipment is functional and that the lighting is effective. Ensure the room is accessible for all participants. Use a signing service to assist those with a hearing disability. Set up a room’s tables and chairs so that the speaker’s position minimizes the distance to those seated farthest away. For example, at a boardroom table, the speaker should be in the middle of the room. Do not stand in front of a window, as you will be in silhouette which obscures your face. Ensure that the podium is at your height or, if you feel comfortable, stand alone.

Be better dressed than your audience; you are the guest. However, wear comfortable clothing that you do not need to fidget or adjust. Be careful not to wear too many accessories. Remember that what distracts, detracts from your speech.

Good Resources

1. Canadian Public Speaking, Melanie Novis, Pearson Education Canada, July 2003.
2. Presentation Dynamics
3. University of Toronto School of Continuing Studies – Public Speaking and Presentation Course
4. The Presentation After the Presentation, Stephen D. Boyd, Techniques: Connecting, Education and Careers; March 2004, Vol. 79 Issue 3, p. 42-43
5. Media and Presentation Training at Media Profile
6. Are you bored with Power Point? National Speakers Bureau