Leadership Presentations

Lectures Based on Leadership Communication, 3rd edition By Deborah J. Barrett, Ph.D.

McGraw-Hill/Irwin
Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 2

The Three Ps of Oral Presentations

Plan
Determine

Prepare

Present
Get nerves under

Develop introduction, strategy body, and Analyze conclusion audience Create graphics Select medium/ delivery method Test the flow/logic Edit/proofread Organize speech and Practice, establish logical checking timing, structure room, equipment
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control Deliver, using PPT effectively Handle Q&As Conduct postpresentation assessment

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 3

Plan

Prepare

Present

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 4

Determine Communication Strategy

Purpose/ Objectives Messages Communicator Media/ forum

Timing

Audiences

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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 5

Analyze the Audience

1. Who is the primary and secondary audience for this presentation? 2. What is your purpose with this audience? 3. What do they know, expect, and feel? 4. What is their motivation? 5. What do you expect the audience to do and to feel based on the presentation?

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 6

Select the Medium and Delivery Method

Stand-up extemporaneous
Overhead Computer

Round-table discussions Flip charts or white boards Video or phone conferencing Team presentations

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 7

Using Extemporaneous Delivery

Characteristics
Most difficult and most effective form of presentations Requires a lot of preparation

Advantages
Allows you to maintain eye contact Permits adjustments to audience Helps you to appear confident and knowledgeable
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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 8

Selecting Round-Table Presentation Format

Encourages an informal, interactive discussion Builds consensus or gains agreement Allows the checking of facts or identifies sources of missing facts Surfaces and resolves issues Accommodates providing a lot of information in a short amount of time

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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 9

Delivering a Round-Table Presentation

Hand out the presentation before you start Direct your audience to the specific page State the major message of the exhibit Explain any legends or symbols Guide the audience through complex exhibits Provide transition before turning page

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 10

Delivering a Round-table Presentation (continued)

Establish eye contact with your audience Be flexible and responsive to the discussion Give your audience time to skim the page Be alert to the audiences body language

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 11

Presenting Effectively as a Team

Clearly determine roles before presenting Use a very tight, logical structure Introduce each speaker and topic Provide strong transition from speaker to speaker Watch time carefully Work out a method for handling Q&A Check presentation space Practice as a team

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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 12

Organize and Establish a Logical Structure

Select the best structure for topic and audience Use the pyramid to help in grouping topics and testing the structures logic Create a story board to facilitate developing the content for each grouping Test the structure by seeing if you can tell the story in a sentence or on one slide Complete the development of each section once the overall structure seems logical

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 13

Plan

Prepare

Present

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 14

Developing the Introduction, Body, and Conclusion

Tell them what you are going to tell them, Tell them; Then, tell them what you have told them.

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 15

Audience Attention is Greatest at the Beginning and at the End

Highest The Hook Audience Attention

Q&A Summary Closing Statement

Your Presentation

Lowest Beginning
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End

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 16

Effective Introduction C P F
1. Context the setting, the frame

2. Purpose why are we here

3. Foreshadowing what is coming

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 17

Effective Introduction
Arouses the audiences interest Reviews context for presentation Establishes your credibility and competence Creates a rapport Announces the subject and lists topics Should not contain an apology Starts quickly and gets to the point

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 18

Effective Body Content

Is concise and specifically focused Follows your outline and does not drift off course Covers only what needs to be covered Balances the general with the specific Emphasizes what you can do for your audience Does not contain anything to which the audience can say, So what?

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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 19

Creating an Effective Agenda Slide

Todays Agenda Todays Agenda

Introduction Understanding of current situation Competitive analysis Niche capabilities How you measure your success Project objectives Overview of approach Proposed approach Team Structure Next steps Conclusion Q&A
McGraw-Hill/Irwin

Understanding of current situation Project objectives and approach Team structure and our capabilities Next steps

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 20

Concluding Effectively
Summarize by going back over main points Make a recommendation or repeat it Do not stop abruptly with the statement, Thats all. Make the most of the presenting opportunity by emphasizing main messages before and after the Q&A

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 21

Practicing
Go through your presentation at least twice Try to recreate the speaking situation Practice in the same room if possible Try to practice at least once in front of a mirror Time your presentation at least twice Organize your presentation to allow lastminute adjustments Be prepared, be flexible, and anticipate the unexpected
McGraw-Hill/Irwin
Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 22

Plan

Prepare

Present

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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 23

Presenting with Confidence

Use appropriate eye contact, facial expressions, and body language Avoid common body language problems Use an effective speaking style Deliver effectively with visual aids Manage the Q&A Achieve a positive ethos

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 24

Using Effective Body Language

Move out beyond the podium if possible Focus your energy Maintain a comfortable, relaxed stance appropriate to the situation Stand with your feet comfortably spaced Keep your body positioned facing your audience (never turn your back) Demonstrate your message with gestures

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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 25

Avoiding Common Body Language Problems

1. 2. 3. 4. 5. Slouching or assuming other informal stance Leaning to one side or the other Pacing up and down or around the room too much Clasping hands in front or behind Standing with hands on hips

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 26

Avoiding Common Body Language Problems (continued)

6. 7. 8. 9. Gripping the podium Gesturing too much, too little, or when not appropriate Fidgeting with keys, rings, pens, pointer, etc. Rocking or shifting your feet

10. Leaning on the lectern or sitting on the table

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 27

Using an Effective Speaking Style

Do not speak too loudly or too softly Articulate clearly Pronounce each word correctly Place accents where they should be Vary your rhythm appropriately Watch the uhs or similar fillers

McGraw-Hill/Irwin

Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 28

Delivering Effectively with Visual Aids

Check equipment and room in advance Introduce slides before you show them Walk your audience through them if necessary Avoid blocking the audiences view Look at your audience, not back at the screen
No, No, No Turning Back on Audience

McGraw-Hill/Irwin

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Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 29

Handling Q&As
Anticipate likely questions in advance Plan who will answer them (in a team) Announce timing of questions before speaking Listen very carefully to the question Repeat the question Keep your answer short and simple Avoid dialogue with a single questioner After answering the last question, conclude by repeating your main message
McGraw-Hill/Irwin
Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.

Leadership Communication, 3rd edition by Deborah J. Barrett

Chapter 5 - 30

In Summary: Achieving a Positive Ethos

The best ways to project a positive ethos: Believe in what you are saying Be prepared Create and maintain a rapport Adopt a secure stance Use comfortable gestures Establish and maintain eye contact, if appropriate for the culture Adjust pacing based on audience response
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Copyright 2009 The McGraw-Hill Companies, Inc. All rights reserved.