a few, well chosen words can evoke amazing images.

there’s been some recent comment in the blogosphere on this. for instance CreativityWorks’ post citing Churchill’s ‘iron curtain’ speech.

here in australia, an equally evocative phrase, ‘stolen generation’, conjures up plenty of desperate and emotional images.

 in this context, the link between words and images is summed up in one word itself: emotion. photos, paintings, pictures – phrases, poetry, prose are all at their best when they convey emotion.

 I don’t know, but emotion, to me, in both words and pictures means an ability to suggest. Stimulating the audience to conjure up the texture and dimension of the story themselves produces the strongest reaction. it’s the classic – tell me you’re funny, or tell me a joke – maxim. the inclusion of involvement is the imperative. without it, life is a lecture, with it, it is an adventure.

 the images we create from certain words are individual, private even; but often, when the suggestion, the emotion, is extremely powerful, the images have the commonality of an ‘archetype’. and as such can be immensely powerful, binding us all together, collectively, in the human condition. producing the equivalent of a profound, ‘we understand’.

 even words that don’t on the face of it ‘paint pictures’, can, used in the right way, in the right context, be dramatic and a driving force. think about Obama’s ‘yes we can’.

 but all too often words are trotted out ad infinitum, machine-gun style. too many words, or the same words delivering, basically, the same information, in the same way. a lazy, fearful, vacuous soup where all too many business presentations, unfortunately, reside.

 words are about communication. if we are to communicate well, we need to pay words more respect. the famous line ‘sticks and stones may break my bones but words will never hurt me’, is perhaps the most disrespectful and inaccurate use of words, in history. words cause all wars.

 but, equally, words also deliver hope. and without them and the connection they provide, we wouldn’t even be here.

 words to me exist to paint pictures. so I think we should all learn to paint with them. some days we will use words to create modern art, some days to paint impressionist landscapes, other days to measure out exact technical drawings or precise diagrams. but never to create grey, fuzzy photocopies.

 in business, this means don’t tap out PowerPoint slides full of words. use words carefully. parsimoniously. try alternatives for words that are overused, words that have lost their shine from the battering of the bandwagon they’ve been on.

 imagine, for a moment, being the word ‘agenda’. your very soul would be so dull these days, you’ve been ‘photocopied’ so many times; used to the point of becoming almost invisible. the same, it’s a pity to say, goes if you were any one of the words: ‘objective’,  ‘leverage’ or ‘strategy’. you just don’t evoke the same passion, imagery or meaning that you once did.

 so here’s some practical food for thought. say, for example, you’re in Sony’s digital camera sales division and you’re at some swanky, exotic location for your annual sales conference. the first slide in the presentation on screen reads ‘objective 2010 – increase sales by 15%’. you’re in the audience. I’m guessing here…but I don’t think I hear your adrenaline pumping in your eagerness to hit that mark’?

 so, instead, what if the first slide had read ‘what are we gonna do this year – make 9 million more people say ‘cheese’ with a Sony’. now there’s an evocative image! doesn’t that involve and inspire you a bit more. and what about the ‘agenda’ slide. how about ‘a million smiles in the making…’

 understand? get…the picture?

 words. they are at their best when they paint pictures. so learn to paint with them.

1.  What we can to set the scene and take control

2.  How we can say it in order to own the room

1.   Set the scene and take control 

To set the scene, all presentations should have a Purpose, and possibly some Background information, some Housekeeping and/or an Attention Grab.  For more information on these, have a quick look at my blog ‘Mission Control.  Ready for lift off’. 

Great, so now we have some relevant scene setting information to ease you and your audience into the presentation, plus they all now know why they are there listening to you.  Now let’s look at how we can own the room and create a really strong 1^st impression.

2.  Owning the room

It’s essential that you use the first 60 seconds to establish your presence, authority and credibility i.e. to sell yourself.

The first thing to do is MARK YOUR START i.e. decide where you physically want to be to start your presentation.  You obviously want to be where everyone can see you (usually at the head of the table) and you ideally want to position yourself as close to the audience as is comfortable.  This is because increasing your proximity to your audience increases your presence and appearance of confidence.  Once you’re at the spot where you want to begin, take a moment to collect and connect.  

To do this, pause as this will raise your perceived confidence and authority. As you pause, breathe.  Breathing naturally will help you to appear in control, whilst also reducing your nerves.  At the same time make eye connection with your audience.  Obviously don’t eye ball every individual, but you do want to start building some non-verbal rapport with them.  As part of this, make sure you smile!  This is one of the most important assets we have – it makes us appear relaxed, approachable and in the moment – and smiling also helps to reduce nerves!

The above sounds complicated but really it’s no different to how you would behave if you were being introduced to someone for the first time – and it only takes 2-3 seconds, and these few seconds can be crucial in helping you appear poised, self assured, and ready to begin.

Ok, so now it’s time to own the room.  Here goes!

Simply go through your first scene setting chunk (i.e. purpose, background, housekeeping or attention grab) then pause.  If you don’t pause at this point, what comes out of your mouth will sound like verbal porridge.

Now change gear, up or down it doesn’t matter.  This is to make sure you begin to engage the audience and don’t come across as monotone.

Next, see if you can move/change position.  This doesn’t have to be dramatic!  A lean back in your chair or a step forward will do.

Now deliver your next scene setting chunk.  Then pause, change gear and move and so on until you reach your agenda.

QUICK WARNING – This may feel unnatural at first! But I guarantee it’s well worth it as the combination of pausing, changing gears and moving is incredibly powerful. Together they will help you own the room and come across as comfortable, confident, and in control.  At the same time, you will get the audience’s attention, maintain their engagement and build a sense of anticipation for your presentation.  A pretty good 1^st impression I’m sure you would agree – all achieved in a matter of seconds. Plus, this will reduce your nerves, so that by the time you get to your agenda you should feel you’re firing on all cylinders and ready to deliver a really successful presentation.

If you want to kick off a presentation and own the room remember the first 60 seconds can make or break a presenter. So plan & practice the start so you know you’ll make a great 1^st impression

p.s. remember it’s your personality that powers your presentation performance.

Set the scene and take control 

PURPOSE

The first thing to do is provide your audience with a clearly defined PURPOSE for the presentation.  It’s like telling your car passengers where you’re going.  But make it about them, not you!  So include a WIFT i.e. What’s In It For Them, so they’ll be eager and engaged from the start.

The next 3 scene setting components are optional, so only put in what you need.

BACKGROUND INFORMATION, E.g.

• Introducing yourself and/or the team.
• Providing context to the presentation e.g. the background situation, recapping on the brief, reminding the audience of any prior meetings or discussions etc.
• This is also a great time to build rapport with your audience.  Can you:
  -       Acknowledge the challenges or successes in their world
  -       Pre-empt any concerns they might have about the content within your presentation
  -       Proactively manage their expectations

HOUSEKEEPING

I’m sure you’re familiar with the sorts of things housekeeping can include, but just in case here are some examples:

-       Saying thank you to the audience
-       Letting them know how long you’ll be talking for
-       Stating when you want the audience to ask you questions
-       Letting them know if you’re going to be asking them questions
-       Advising if there will be any interruptions or breaks during the presentation
-       Letting them know catering arrangements
-       Telling them if there will be handouts during, or leave behinds after, the presentation.

Then there are the presentation ‘rules’ regarding things like mobiles, blackberries, laptops etc as well toilet location and emergency procedures.

THE ATTENTION GRAB

As the name suggests, this is a great tool to get the attention of the audience, to set the mood of the presentation, and to reduce your nerves.

Don’t worry, your attention grab doesn’t have to be wildly creative.  What it must do however is support your message in some way.  Otherwise there’s a danger that the only thing people will remember will be your attention grab and not the point of your presentation! 

There are loads of great sources for attention grabs.

Ok, having decided what you’re going to say to set the scene and take control of your presentation, you now need to determine in which order it makes sense to say them.  There’s no right or wrong – just whatever order seems to flow right for you.

Great, so now we have some relevant scene setting information to ease you and your audience into the presentation, plus they all now know why they are there listening to you.  I’d say you’re ready for lift off!

p.s. remember it’s your personality that powers your presentation performance.

There are 3 levels of proactive audience involvement (i.e. where you make the first move) – Passive, Participative & Pointed.

1. Passive audience involvement

Where you involve the audience but they don’t respond.  E.g.:

• Pre-empting questions or concerns e.g. ‘Looking at the project rollout, some of you might be worried about the tight deadlines.  I’d like to chat about that now.’
• Using rhetorical questions e.g. ‘So when exactly are we going to implement the restructure? Well …’
• Referring to the audience e.g. ‘I was chatting to John from IT and he’s also worried about the SPAM we’re receiving.’
• Getting the audience to imagine a situation e.g. ‘Imagine life if you could finish work by 5.00pm 3 times a week.  Think about all the extra exercise, family, social, cooking, hobby time you would have. That’s what I’m going to talk about today – work/life balance.’
• Acknowledging success or challenges e.g. ‘I’d like to congratulate the marketing team on a really successful campaign last quarter.’

The great thing about Passive audience involvement is that it’s a low-risk way of having a relationship with everyone in your audience, no matter how many people there are!

2.  Participative audience involvement

Asking a question of the audience and they respond.  E.g.:

Closed questions e.g. ‘Hands up who would like to win the lottery?’

Open questions e.g. ‘What other ideas can you think of that would improve our work/life balance?’

Checking-in e.g. ‘Does anyone have any questions about the restructure before we move on?’

Closed questions are a terrific way to warm your audience up, especially if they don’t know each other.  Once they feel comfortable, you can introduce open questions.

NOTE:  I always recommend you let your audience know in your housekeeping that you’ll be asking questions as this will help them feel prepared to contribute.

3.  Pointed audience involvement

Same as Participative but it’s to one member of the audience at a time.  Pointed audience involvement can be like being asked for a date by someone when you’re with a crowd of your mates.  Embarrasing! So to prevent this reaction try our 2 stage comfort technique:

Stage i)  Prepare the audience for the question e.g. ‘Sarah I’d like to get your input if that’s ok.’

Stage ii) Then provide comfort that you won’t judge them or their input e.g. ‘You’re someone that has a balanced life.’  Then the question ‘So what do you do to ensure work doesn’t take over?’

So get polygamous and build relationships with your audience because the more involved they are, the more engaging, enjoyable and memorable you and your presentations with be.

But what about when people ask us questions?  In others words, reactive audience involvement.  See our blog ‘Put yourself in the firing line’.

p.s. remember it’s your personality that powers your presentation performance.