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April 7, 2005
Making Effective Presentations
“At one time or another, every manager will have an opportunity to make an important presentation to peers and senior executives. How they perform in these situations can significantly influence the trajectory of their careers,” said Edward T. Reilly, president and CEO of American Management Association. “Often presentation style and personal confidence are as important as the actual content of the presentation itself,” Reilly said. He offered the following advice on making an effective presentation:
Do background research. Become fully conversant, of course, with the subject of your presentation. But also find out who will be in the audience, why they are there and what they hope to accomplish. It will enable you to better target your presentation.
Organize your material. Decide how many points you want to make, then determine how you will deliver them. For instance, you can make your points in sequence, one point leading to another. Alternatively, you might want to talk about a single subject but use a number of subtopics.
Use visual aids. Visual aids help clarify concepts, increase comprehension and increase retention. Whether you use flip charts, white boards, overhead transparencies, slides, videos or PowerPoint, keep graphics simple, colorful and legible. At the same time, keep in mind that you are center for the presentation, not the visual aids.
Verify your arrangements in advance. Allow time to troubleshoot or make alternative plans, if necessary. Arrive for your presentation early to check equipment, cable hookups, access to extension cords, etc. If you will be using audiovisual aids, have a backup copy on overheads in the event of incompatible hookups or other technical problems.
Rehearse. Practice aloud. Practice speaking clearly both in normal tones and at a higher volume. Become so knowledgeable that you aren’t dependent on your notes and can add details or adjust to unforeseen developments or questions during your presentation.
Your physical appearance is your first impression. Your listeners begin to form impressions of you even before you speak. Be aware of your hair, glasses, jewelry and clothing. Dress to meet the expectations of the audience. When something is askew, it draws attention. So take the keys and coins out of your pockets.
Be conscious of facial expressions. It is pivotal in communicating your attitude toward your presentation and toward the audience. It sends an important message about your sincerity and about your comfort level. Facial expressions can predispose the audience to listen to what you have to say and even give you the benefit of the doubt, or it can put people off. So smile.
Consider your posture. Your feet should be slightly apart and your body weight should be divided equally between them. Your head should be held high and straight. Your shoulders should be pulled back and level. Your arms should be relaxed and they should hang by your sides. Your hands should be relaxed and your fingers should be loose. Your legs should be straight and your knee joints should be loose—not locked.
Speak confidently. Be authoritative, pausing briefly each time you make an important point. Use gestures that reflect your words. Maintain eye contact with your audience, moving your head from one group to another to invite all to listen.
Involve the audience. If the audience seems bored, use questions to stimulate their interest. Look for people who are smiling, nodding or leaning forward in their seats and watching you intently. Make sure that you involve or engage them in your presentation.
Adhere to a time frame. Know in advance how much time you will need or will be given. Prepare for 10 percent less than the allotted time. Select in advance information that can be dropped in the event of a time crunch.
Visualize how successful you will be. Picture an enthusiastic audience loving every word of your speech to overcome feelings of insecurity.
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