Speaking That Gets You What You Want: How to Create and Deliver Powerful Presentations

A presentation about presenting
Agenda
Preparation
Content
Creating a great PPT
Preparing to present
Delivery: speaking
Delivery: using your body
Answering questions
Going after money
:

Preparation

Your audience
Who are they?
What are their interests?
What are their needs, expectations, beliefs, culture, norms, history as a group? As individuals?
Is there a generational issue?

Your thinking
What is the purpose/goal of the presentation?
Educate/inform
Convince
Elicit action
Be liked
What is your purpose/goal for the presentation?
Stated
Personal
What point do you want to get across?
Stated
Personal

Your knowledge
Know ten times more than you say
Say ten times more than your slides say

Critical thinking
Are all my points, premises, assumptions substantiated?
Can I show the “logic” of my conclusions?
Play Devil’s advocate - try to shoot yourself down, because someone else will.

Content

Organizing Content
Decide on the most important points (5 to 7)
How many points and how deeply you delve
depends on available time
Add only what directly contributes to your points
Make an outline
and stay on point!

Content: three “C”s
Clear
Concise
Complete

Content: language
Beware of
Acronyms, abbreviations and jargon that you have not defined in this presentation

“ The RFP calls for an SOW on the ASP before the SAP go-live. Also, need RSVP to ASE: ASAP!” Taken from a major consulting firm’s PPT briefing of a new change management team

Content: language
Beware of
Acronyms, abbreviations and jargon that you have not defined in this presentation
Fuzzy words

Fuzzy words
…are judgmental in nature
…are not actionable
…carry no specific meaning
…and you’re going to be surprised what words count as “fuzzy”.

examples
team player
effective
responsible
…doesn't listen
…is overbearing
crazy
lazy

Creating Powerful PowerPoints

Power Point: rules
Rule # 1: YOU are the show.
Rule # 2: Go for clarity: clean and simple
Rule # 3: Form follows function
Fun is good when appropriate!

PPT slide design: DO’s
One thought per slide
White or light background
Dark type - color highlights OK
Cite your facts where possible
Poof read

PPT slide design: DON’Ts
Negative (white on black)
Dark on dark; light on light; red on green
Animation, graphics, cartoons, special effects
Fancy fonts and small type
Decorative or personalized background
Slides crammed with “stuff”
Note: these things might look good on your monitor but often don’t work when projected.

The Little Shop of PPT HORRORS!

MLE RFI/RFP Process XXXXXX)
MLE Service Level Agreement (SLA) Matrix

xxxxiConfidential & Proprietary
Copyright © 2009 xxxxxxiU.S. LLC -- All rights reserved
22
PROCESS / TECHNOLOGY: ARIBA AND ORACLE
A R I B A
eSourcing Module
Template driven on-line RFP/RFQ
Repeatable formats and content
Enables knowledge transfer through deep knowledge base
Formatted supplier responses for easier comparison
On-line reverse auctions
Spend Analysis Module
A comprehensive view of spend across all categories business units, suppliers, and systems
Rapid, cost effective and repeatable visibility
Natural language processing to classify free form text descriptions
Richgranular, normalized spend detail
-Supplier name normalization
- Parent / subsidiary relationship
- Commodity category assessment
Category Management Module
Single dashboard with multiple views – single project status – all projects
Document repository
Module where all sourcing project specific steps are built
Provides e-mail warnings or updates on events or steps of an event
O R A C L E
iProcurement Module
Provides intuitive web-based screens with the look and feel of a commercial shopping site
Catalogs channel requisitioner to approved suppliers

xxxxConfidential & Proprietary
23
CSG: CONSOLIDATED SOURCING GROUPS
Design
Legal
HR
Engineering
Manufacturing
IT
Other Key Stakeholders & Business Units
Marketing
Accounts Payable
Finance
Through Consolidated Sourcing Groups (CSG), Global Procurement will collaborate with cross-functional teams of all relevant stakeholders to drive results, meet requirements and achieve savings.
Copyright © 2008 xxxxU.S. LLC -- All rights reserved

xxxxConfidential & Proprietary
24
CSG: CONSOLIDATED SOURCING GROUPS
Design
Legal
HR
Engineering
Manufacturing
IT
Other Key Stakeholders & Business Units
Marketing
Finance
Accounts Payable
Global Procurement will collaborate with cross-functional teams of all relevant stakeholders to drive results.
Copyright © 2008 xxxxU.S. LLC -- All rights reserved

25
Generalized Process for User Engagement Research
2Synthesis
3Rapid Design /Visualization & User Testing
1Research & Analysis
4Specification
Develop
Design
Insights
Document
Findings
Generate Requirements
Create Specs for Production
Gather Contextual Research
Plan & Perform User Research
Iterative
Consider user pain points
Consider user mental models & metaphors
Consider leading practices & standards
- Generate design ideas
- Document design ideas in UCD logs
Develop prototype scenarios / task flows
Whiteboard / storyboard interaction and UI designs
Design templates for prototype
- Label tapes
Tag artifacts
Review tapes to fill in notes
- Update process flows as needed
Log research observations in UCD ob log
Create initial user personas
Create initial scenarios of use
Create initial data maps
Refine personas and scenarios
Identify associated data points required in scenario tasks
Distill user requirements from all
- Filter against existing user & business reqs
- Load new reqs to requirements database
- Create high-level information architecture
- Build out sample scenarios in either low- or high-fidelity
Validate with internal experts
Create question guide for user design reviews
Validate with external users
Create test plan for usability test
- Create detailed information architecture & interaction flows
Prototype addtl scenarios & screens if needed
Create addtl wireframes if needed
Create Style Guide & all screen & UI specifications
Create all production graphics
- Industry: Benchmark leaders & best practices
- Company bkgrnd
Company’s products, services, markets, audiences
Company’s business processes
Company’s business, marketing & strategies
- Research competitors: site audits, case studies
Create Research Plan
Prep interview guides based on process maps (if available)
- Site visits: - Observe & interview users - Record all w/ audio or video
- Take pictures
- Collect artifacts
- Capture notes for requirements
- Initial design ideas
- Capture profile data
Use other specific methods as needed,

Delivery

Preparing the show
Know exactly what you want to say
(clear and concise)
Rehearse, rehearse, rehearse
Send out pre-reads where possible

Speaking
Stay on point
Say it once the best way
Big words don’t make you look smart
Neither do filler words (white space)
Abide by time limits

Using your body
Use the space in the room – move around
Use your voice: less is more
Make eye contact
Small group: look each person in the eye
Larger group: pan the room
OK to speak to particular people
Look for dead spots in the room

Taking questions
If the questions are about your PPT special effects…you’ve failed
Anticipate questions
Be your own devil’s advocate
Take a full breath before speaking
Understand the question before answering - ask
Keep answers short (3 Cs)
Be on point

Going After Money

The Law of Giving
Law : People give because they are moved (their emotions are engaged)
Corollary: People are NOT moved by the thought of writing a check.

How to engage emotions
Make them care
What moves them? Why are you talking to them?
Tell a story; avoid emotionally loaded words.
Provide moving facts
ex., “50% of kids in Los Angeles County drop out of school.”
ex.,“6000 violent crimes a year can be traced to the high school dropout rate.”

Let them become excited and when they are…ask them.

Questions/Comments/Feedback?
Ariane David
adavid@TheVeritasGroup.com
Additional Information
The Veritas Group
www.TheVeritasGroup.com

Speaking That Gets You What You Want: How to Create and Deliver Powerful Presentations

by The Veritas Group on Sep 21, 2011

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