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I think there are four steps you can use to get the best results.

The [...]]]> Many people present to teach or train and sometimes the topic is complex. It may be technical, have many parts, or just be difficult. What can you do to help your audience understand and remember what you say?

I think there are four steps you can use to get the best results.

Simplify

The more complex the subject, the more you need to simplify. This sounds impossible, but what it means is that you must break down the information into smaller pieces. Even rocket science is made up of small principles that are simple. Yes, when you put them together, they’re complicated, but if you start with the complication, you’ll lose everyone.

You might have to remind people of topics they’ve already learned. But if you clearly build the blocks that make up the entire topic, you can make learning easier and more successful.

Repeat

Repetition helps people remember, but you need to repeat in the right way. Each repetition needs to have the focus of the learners. This is why writing the content on the slide and reading it makes learning harder, even though it’s repetition. The two messages compete and make focus harder.

Instead, speak out the information and show it with some sort of relevant graphic. Or black out the slide (you can do this by pressing the B key while in Slide Show view). And of course, repetition is one of the values of homework exercises.

Connect

Our brain has an easier time learning if we can connect a new subject to something we already know. So connect what your saying to a familiar or simpler topic. Provide examples of the principles you’re teaching or use metaphors. Let’s say that you’re talking about various ways that insurance companies calculate health insurance premiums. You talk about community-rated insurance (one of the types) and say that it’s used for small companies that are just starting to offer health insurance to their employees. Then you give an example, saying, “Let’s say you’ve owned a small company with 10 employees for a few years and now you think you can offer your employees health insurance. You go to an insurance company and they tell you that because they don’t know anything about the health of your employees, they”ll use community-rated insurance.”

There’s another side to connecting. We often don’t think of teaching as an emotional activity but learning definitely  is. Studies show that people remember incidents better when they are connected with a powerful emotion. You don’t have to artificially add a sappy tinge to what you teach, but when you connect with your learners, they will pay more attention and value what you say more highly. Both attention and perceived value will help learning.  Explaining why your topic is important will add emotional power. Showing that you care about your students will do the same.

Apply

Provide an opportunity for your learners to apply what you teach. Homework exercises are one way. Assigning a group project that simulates a real-world situation is another great technique. When an audience does some activity, even a small one, to use what they’ve learned, they’re more likely to carry the information over into their work or life.

How do you teach complex subjects?

Have you successfully used these 4 techniques to teach complex information? What has worked for you? Leave a comment!

Andrew explained that a persuasive presentation must include 3 elements:

These pillars come from Aristotle’s book, On Rhetoric.

He further broke down each component. [...]]]> Andrew Dlugan, well-known for his Six Minutes blog, spoke on the topic of “Ethos, Pathos, Logos: Three Pillars of Persuasive Public Speaking.

Andrew explained that a persuasive presentation must include 3 elements:

• Ethos (credibility)
• Pathos (emotional connection)
• Logos (logical argument)

These pillars come from Aristotle’s book, On Rhetoric.

He further broke down each component. For example, here is his slide on what constitutes ethos.

It’s hard to incorporate all aspects of ethos. For example, the President of a company may have authority relative to the audience, but be perceived as different. A way for the President to deal with this might be to dress casually.

In the section on pathos, Andrew emphasized that emotion is important for making a connection with your audience. You can choose photos and words that resonate emotionally. For example, compare mishap and mistake to crime and sin. You can see that the second set of words is much more emotionally charged.

Finally, he talked about logos, discussing the difference between deductive and inductive reasoning. Deductive reasoning is certain, but it’s hard to be certain about many of our arguments. You need to be aware when your reasoning is inductive. You can balance this uncertainty by using hard data and by emphasizing the points of most value to your audience.

The authors suggest a “new species of learner that we call the ‘Social Cyborg.’”

Who are the social cyborgs? They are often young and have “integrated social networks and information [...]]]> An article in Training magazine, “Dawn of the Social Cyborg,” by Joe Campbell and William Finegan, struck a chord with me.

Learning has changed

The authors suggest a “new species of learner that we call the ‘Social Cyborg.’”

Who are the social cyborgs? They are often young and have “integrated social networks and information technology into the way they think, learn, and solve problems.” The authors compare the extinction of the Neanderthal in the face of climate change and competition with the new species, homo sapiens, to what might happen today to those of us who don’t adapt.

Social cyborgs function differently from those who aren’t part of the new, connected world. They learn differently, solving problems by connecting to social networks. They filter information through “open knowledge systems” such as Wikipedia and user-created content.

Meet your new audience!

Does this concept affect presentations? You bet!  Those social cyborgs are your new audience. And the traditional presentation as we know it is coming to an end.

For those of you who present to train, the implications are immediately obvious.Your audience learns differently, not content to just sit and passively absorb information.

But what about persuasive presentations? I believe that these presentations are affected just as much. Your audience will make their decisions more collaboratively than before, depending less on your presentation alone.

Blogs, wikis, discussion groups, and buyer reviews have accustomed people to create their own content and rely on the user-created content of others. They may feel that this content is even more authoritative than you, the presenter!

For training, the authors suggest the following:

1. Use social learning technologies, such as online mentoring systems and collaborative learning platforms that encourage learners to share content. (In fact, a technology that encourages ongoing sharing of knowledge can eliminate the need for some formal learning methods while enhancing  productivity.)
2. Design training to leverage social and information networks. Target collaborative learning, rather than individual learning.
3. Train to catalyze learning rather than to design and deliver content

For presentations, here are my parallel suggestions:

• Use feedback and interactive techniques, such as polls, Twitter hashtags, and even old-fashioned breakout groups
• Design your presentations to be a group experience, rather than a one-to-many experience
• Guide understanding; don’t try to control it. Present to motivate the audience, whether to learn or to act.

Yes, audiences will sometimes just sit and listen to an authoritative, engaging speaker with a great message. But not for long…

What do you think? Leave a comment!

Both presentations are sales presentations. One is selling a software package; the other is a presentation to venture capitalists.

I noticed 2 things [...]]]> I’m giving a presentation at a branch of the local Chamber of Commerce and offered makeovers so the audience can see how to design a clear slide. I received 2 presentations.

Both presentations are sales presentations. One is selling a software package; the other is a presentation to venture capitalists.

I noticed 2 things that both presentations left out.

Start with the problem, then solve it

They both started by talking about their product. Yes, they talked about benefits, not just features. But neither one made a good case for why their product is needed. It was there, but hidden. Or it came fairly late in the presentation.

Instead, start with the problem. Explain the need, then introduce your solution. This way of beginning a presentation has several advantages:

• It makes people alert to listen to you. If they agree with the problem, then they’ll want a solution
• It creates an emotional connection. Describing the problem makes people feel a lack, a need. Again, that makes them want the solution.

Here’s an example:

Does your office look like this? Do you waste time looking for files, documents and more?

Our software will organize all of your files, documents, email, and messages in one place.

Here’s another example:

Traditional buildings have many problems:

• 35% heat loss through walls
• Offgassing, etc.

Our product avoids such problems:

• Awarded ENERGY STAR 5 stars
• 100% non-toxic materials, etc.

Don’t hide the problem. Start with it and play it up.

Include social proof

Social proof means showing that other people like your product. It’s a very powerful persuasive technique. Neither presentation included testimonials. You need to prove that others have used and liked your product. Without testimonials, the presentations seemed weak.

Near the end of your presentation, be sure to include testimonials or names of other customers. This social proof is more powerful than slide after slide listing a product’s benefits.

If you are giving a presentation that lays out an action plan, you can use the same structure. It has 5 parts:

Acronym: SMESC

We hear a lot about how to persuade using presentations, but little about how to resist persuasion and make the best decision possible. So let’s talk about how you can use presentations to make a decision.

You have [...]]]> Which side of the decision fence are you on? Are you the persuader or the decider?

We hear a lot about how to persuade using presentations, but little about how to resist persuasion and make the best decision possible. So let’s talk about how you can use presentations to make a decision.

You have a decision to make and you want to make the best decision. You know that you need input, so you’ve asked a couple of subordinates or colleagues to present you the options. In other words, you can set the specifications for the presentation.

How do you get the best input possible? And, how do you use the presentations to make the right decision? There are many models for making decisions, but here is one approach.

1. Describe the problem

What problem is leading you to have to make a decision? By describing the problem clearly, you can make sure your decision will solve that problem. You can make a presentation describing the problem to your presenters.

2. Identify your goal

If you don’t identify your goal, it’s easy to be swayed to make a decision that doesn’t meet your goal. Include your goal in your presentation specifications so those working with you will look for the right data.

3. Identify the components

List the various components that you will evaluate in your decision. For choosing a software product, they might be cost, ease of use, features, and technical support. Then list the features that you need, want, or would just be nice to have. For deciding on a marketing strategy for a specific market, you might want to know cost, technical difficulties, how much time each strategy will take, and predicted conversion rates. These are the items about which you need to collect information. In your presentation specifications, be sure to include the components.

4. Collect the data you need

Collect as much information as you can about the situation. Data can be in many forms, such as lists of features, recommendations by others, historical information, surveys of users, expert opinion and research, etc. In our scenario, you are delegating this task, so your presenters make their presentations on the information they collected and how it relates to the problem and your goal.

5. Create a matrix of options

A table of the components and options, and ratings for each can help you decide. Here’s where you consider and balance the information you received. Perhaps your presenters promote a certain solution. Or you may listen to a series of sales pitches from various solution providers. But you need to stand back and evaluate before making a decision.

You may want to assign a person to be a “Devil’s advocate.” According to Wikipedia, “During the canonization process of the Roman Catholic Church, …the  Devil’s advocate was a canon lawyer appointed by Church authorities to argue against the canonization of the candidate. It was their job to take a skeptical view of the candidate’s character, to look for holes in the evidence, to argue that any miracles attributed to the candidate were fraudulent, etc.” In the same way, your Devil’s advocate can look for holes in the presentation’s argument to help you make a better decision.

6. Evaluate the effect of a decision on everyone who will be affected

It’s important to ask others what they think. Get pluses and minuses. This step will give you deeper insight into the implications of any decision.

7. Make your decision

Then implement it. You may use a presentation to present the results to those affected by the decision. You’ll be able to explain how this decision will help solve the problem.

8. Evaluate your decision after some time

If you think you made a poor decision, analyze how you could have made a better one and use that information for your next decision.

How do you integrate presentations into your decision making? How do you make sure that presentations you attend give you the balanced information you need

You should start with an upbeat, positive mood. The first impression you make lasts. You want to quickly gain the attention, interest, and respect of your audience. Your [...]]]> A good introduction to the delivery of your presentation is extremely important. The first minute or so sets the stage for the rest of your talk.

You should start with an upbeat, positive mood. The first impression you make lasts. You want to quickly gain the attention, interest, and respect of your audience. Your first words should be lively, interesting, clear, and simple.

Start by expressing the fact that you’re glad to be there. A statement like, “I’m glad/excited/pleased/thrilled to be here” is almost obligatory. It invites the audience to be glad that they’re there, too. Your excitement is infectious and infuses the session with your energy.

Claudyne Wilder, in the July, 2007 issue of her newsletter, “Wilder’s Presentation Points,” said the following:

“A presenter who says, ‘I know you are busy people and have many things to do. Thank you for coming.’ only reminds everyone of all the things that they aren’t doing because they are sitting and listening. Distracting the audience before the presentation even begins is hardly a positive way to begin!”

Your introduction should answer the following

• Who are you?
• What is your topic?
• Why is it important?

Who are you?

If you will be introduced, re-mention your name and re-affirm the most important fact about yourself that the audience will find meaningful, such as your experience with the topic. Otherwise, provide a slightly longer introduction, but just enough to let people know why they should listen to you.

What is your topic?

Give a brief explanation of your topic, just a little longer than the title of your talk. Don’t give away the secret of your talk, but whet their appetite.

Why is it important?

Finally, tell the audience why the topic is important to them. What will they have gained by the time the talk is finished? Don’t feel shy to promise that they’ll learn something useful; they really want to know that.

The entire opening should only take a minute or two. More than that, and it becomes boring because the audience will be impatient to hear the main content of your presentation.

Lori Giovannoni, in her e-book, So You Want to Be a Speaker, says, “Your intro should be well rehearsed, clear and filled with confidence. This is not the time to stammer and stutter and hope for the best. A poor intro will drop the energy in the room and you will spend the next half hour trying to recapture it.”

Here are some other ideas for openers:

• Ask your audience a question and ask them to raise hands in reply. For example, “How many of you regularly give presentations to small audiences of 1 to 10 people?”
• Begin with an interesting, relevant quote. Then use that quote to launch your talk. For example, “Author and columnist Earl Wilson said, ‘If you wouldn’t write it and sign it, don’t say it.’ This gives us a clue as to how you can gain believability from your audience.”
• Mention something another speaker said, or a current event, that is related to your presentation.
• Start with a short, relevant personal story or experience.

When you’ve written your introduction/opening, rewrite it and edit it until you like it. Then practice giving it out loud. Practice again. Time it. Record it and listen to it. Make adjustments and practice the new version. You should be able to speak it out without looking at your notes. When you’re done, you’ll have a great opener to your presentation!

And to successfully prepare, you need to know what steps you need to take. What are the steps of preparation for a successful presentation?

The very first step to take is to [...]]]> When you find out that you need to give a presentation, your first step should be preparation.

And to successfully prepare, you need to know what steps you need to take. What are the steps of preparation for a successful presentation?

1. Complete an overview/planning form

The very first step to take is to complete an overview/planning form. This form (part of my Outstanding Presentations Self-Study course) should guide you throughout and will keep you from wasting time by going off track. It should include your goal, main points, conclusion and more.

2. Brainstorm and collaborate ideas for the presentation

You’re not finished with the overview/planning form because you should consider other approaches and ideas. Spend some time thinking of possible points that would be valuable or persuasive to your audience. Ask others. Then hone your ideas into 3 main points and modify your form if necessary. Remember that the purpose of brainstorming is to evoke creativity but that the second part of the process is to refine and come up with the best ideas.

3. Research your audience

Find out what your audience needs/wants to know. What is their current level of knowledge and interest? What problems are they experiencing? Sometimes, you can simply ask. Other times, you need to do some research. But you need to know. Then modify your overview/planning form if necessary.

4. Figure out how long your talk should be

I’m going to blow your mind here. Let’s say that you’ve been told that you have 30 minutes to present an idea to senior management for approval. The meeting will be to 5 people in an Executive VP’s office at 3 pm. By 3:30, you need to be out of there.

So you think your presentation can be 30 minutes long? Think again!

You can’t walk in until 3 pm because that’s when you’ve been invited. You have to assume your EVP has something else going on before then. Then you need to set up your projector and computer and say hello to everyone. 5 minutes gone.

Your idea will evoke lots of questions. Your EVP is no pushover and will challenge your proposal. You need to leave 10 minutes for questions and answers. 10 minutes gone.

After the Q&A, you may need to ask for approval, get a Yes (hopefully) or request for more information. You need to say thank you and pack up your laptop and projector.  5 minutes gone.

• Set up and pleasantries: 5 minutes
• Q&A: 10 minutes
• Close and pack up: 5 minutes

Total: 20 minutes

How much time does that give you to present?

10 minutes!

5. Write out your talk

Now that you know how long you have to speak, write out your talk, including your opening and your closing.

There are two ways to write out your presentation’s content:

• If you’re naturally a good speaker and can easily create smooth sentences from notes, without stumbling and searching for words, then you can write out notes rather than full sentences.
• If you struggle with speaking smooth sentences and need to work on your phrasing and wording, write out full sentences. You won’t be reading from this paper when you present and you won’t memorize your talk.

Work on your organization and logic. Spend extra time on the all-important opening and closing.

6.  Get the supporting data you’ll need and incorporate it into your talk

You may find yourself doing this step with the previous step, but it’s better to focus on your organization when you write and add the supporting data later. Supporting data can be complex and can distract you from the basics of your message; you can easily start rambling.

7. Speak out your talk; record and time it

Set up an audio recorder, whether on your computer or with a separate device. Write down the starting time and start speaking out your presentation. Pretend that you are in front of your audience. Don’t rush; remember it’s easy to go too fast when you’re reading. Write down the ending time.

8. Listen and edit

Check how long the talk took. If it’s too long, you’ll have to cut. If it’s too short, you may need to add material. (You don’t always HAVE to take up your full time!) Listen to the recording and write down notes on your script as you go. Stop and start as necessary so you have time to make those notes. Ask yourself:

• Does the presentation sound convincing?
• Does it sound smooth and professional?
• Did I leave anything important out?
• Did I stray off my points?
• Will this meet the wants/needs of the audience?
• What would I think if I were in the audience? As Nancy Duarte says, “Never give a presentation that you wouldn’t want to sit through.”

If you think you need to make lots of changes, considering re-recording your presentation to get a better result.

9. Storyboard your presentation

I have a storyboarding form in my Outstanding Presentations Self-Study course, but you can create your own. A storyboard is a bunch of boxes, each representing a slide. I recommend doing this with pencil and paper, so that you can sketch out ideas for visuals.

Use the Tell ‘n’ Show^SM Method. Don’t worry how many slides you create, just write each new concept or thought as the title of a new slide. Then sketch out a visual that will show your point. The purpose of a visual is to help your audience understand and remember your point, and often to help persuade as well. Graphs, diagrams, and photos are essential for this purpose. All-text slides will hinder your audience from understanding and remembering what you say; they aren’t very persuasive either, according to research.

10. Get approval from your boss

Do you need to get approval from your boss before presenting? Do so before you spend hours on your slides. Show him or her your storyboard and overview form. Make any changes required before going on.

Have you noticed that you haven’t opened PowerPoint yet?

11. Open PowerPoint and create your title slide

Write a title that will interest your audience to hear more.

12. Create the rest of your slides using the Tell ‘n’ Show^SM Method

You will be amazed at how quickly you create your slides when you have your storyboard to follow. You will save LOTS of time.

13. Put the text of your notes in the Notes pane and print out Notes pages

You’ll use these notes for practicing. If you feel you need notes to present with, create a condensed version, not in full sentences, so you won’t be tempted to read. (BORING!!)

14. Do your 1st practice in front of the computer

This is easiest for your first run-through with your slides. You’ll feel comfortable, too. You’ll notice that changes need to be made; perhaps the slides don’t work in one place and the script needs changing in another. Make those changes so you can go through the presentation smoothly.

15. Do your 2nd practice standing up and get feedback from colleagues, if possible

This practice is a little more formal and getting feedback is SO important. Ask your initial audience what they understood. Did they remember your key points. Were they persuaded? Try to get honest feedback. (“Tell me at least one good thing and one bad thing.”)

16. Do a 3rd practice in the final location with a projector, if possible

This is your dress rehearsal. Practice until you think you’re ready for the big day!

There’s more to the story!

What else could there be?

1. How to schedule your planning so you never have to give a presentation unprepared
2. How to write and order your content so that it’s clear and persuasive
3. How to find visuals that help your audience understand and remember your presentation–and where!
4. 3 forms that you can download to help you prepare
5. What essential elements should be included in your opening and closing
6. The 3 stages of a persuasive presentation

and more!