Speaking Skills: Presenting Yourself With Polish
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Two members of the Albers Communications Group team, Gina Pappas and Ann Hadfield, provide insight on how to put your best foot forward in any presentation in this 25-minute webinar. View this webinar here: http://youtu.be/oNgLk8CHzpQ
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Speaking Skills: Presenting Yourself With Polish
- 1. Speaking Skills: Presenting Yourself With Polish To access the audio for today’s event, dial 1-866-740-1260 and enter code 2925553#
- 2. About Albers Communications Group • Full-service PR, digital marketing and communications agency • Specialize in integrated strategies • Represent clients in all 50 states and Canada • Create national and local market exposure
- 3. Today’s Presenters Gina Pappas • Gina@AlbersCommunications.com • @GinaPappas Ann Hadfield • Ann@AlbersCommunications.com • @AnnEHadfield
- 4. Today’s Topics • Why a speaking strategy? • Identifying objectives • Basic rules of speaking • Six elements of a good presentation • Conveying your message • Overcoming jitters • Speakers bureau example • Questions and answers
- 5. Why a Speaking Strategy? • Educate your audience • Share your expertise • Promote awareness of your brand • Inspire positive action
- 6. Identifying Your Objectives as a Speaker • Give a presentation that builds goodwill toward your brand • Control the message • Earn the respect of your audience • Shape attitudes and change opinions
- 7. Identifying the Objectives of Your Audience • Gain a better understanding of who you are • Learn something new about the discussion topic • Find an opportunity to catch you off-guard • Get answers to their questions
- 8. Basic Rules of Speaking Know the space • Determine audio/visual needs • Arrive 10 minutes early to check out the room and get comfortable • Test your equipment to make sure it is working • Stick to the timeframe you have been given
- 9. Basic Rules of Speaking Pay attention to verbal cues • Word usage and vocal variety • Vocal clarity • Audible pauses and throwaway words • Stay away from internal jargon and acronyms Watch your nonverbal communication • Eye contact • Gestures, posture, body language • Movement
- 10. Six Elements of a Good Presentation • Tailor the presentation for your audience • Grab their attention • Be thoroughly prepared • Provide supporting evidence for main points • Maintain appropriate energy • Effectively use visual aids
- 11. Six Elements of a Bad Presentation • A flat opening • No interaction • Dull visuals • Lack of focus • Bad storytelling • No emotional pull
- 12. Conveying Your Message Message points • Understand your message points beforehand • Incorporate them into your presentation • Include message points in your answers • Use data to your advantage Bridging techniques • Consider questions you might be asked • Consider questions you do not want to be asked • Prepare for and plan to answer both
- 13. Overcoming Jitters • Breathe and slow down • Think of it as a conversation • Visualize the desired outcome • Join a group, such as Toastmasters
- 14. Speakers Bureau – Omaha Fire Fighters • Objectives • Approach • Outcomes
- 15. Objectives – Omaha Fire Fighters • Educate the audience • Address misconceptions • Change opinions
- 16. Approach – Omaha Fire Fighters • Open with an attention-grabber • Utilize research throughout • Know the subject matter • Prepare for questions
- 17. Outcomes – Omaha Fire Fighters • Face time with key local organizations and leaders • Opportunity to share their point-of-view • Respect from the audience
- 18. Albers Webinar Series What’s the Latest Word? Making Sense of Communications Jargon with Gina Pappas Wednesday, November 19, 2014 @ 10 a.m. Register at www.alberscommunications.com/learning-opportunities
- 20. Speaking Skills: Presenting Yourself With Polish
Editor's Notes
- Thank you for joining us today! Our webinar will begin at 10 a.m. central. To access the audio portion of the presentation, dial 1-866-740-1260 and enter code 2925553# Good morning everyone, and welcome to today’s webinar. My name is Gina Pappas, and I’m joined today by Ann Hadfield. Together, we will be presenting today’s content. Before we get started, I’d like to cover a few administrative details. If you experience any technical problems on the call, please contact ReadyTalk customer service at (800) 843-9166. The presentation will take approximately 25 minutes – depending on the number of questions. The lines on today’s call have been muted to avoid any background noise, but you can use the chat function in the lower left side of your screen to chat in your questions throughout the webinar, and we will answer them at the end. We will be recording today’s webinar and sharing the link with you via email, in case you’d like to review it again or share it with others in your office. Now, I’m going to set up the webinar recording and then we’ll get started. Welcome to today’s webinar – Speaking Skills: Presenting Yourself with Polish.
- First, let me tell you a bit about Albers Communications Group. We are a full-service PR, digital marketing and communications agency headquartered in Omaha, Nebraska. We strongly believe that PR and digital marketing go hand-in-hand and work best when used as part of an integrated communications strategy. We represent clients in all 50 states and Canada – where our PR and social media specialists help our clients achieve positive exposure nationally and locally in their operating markets. We have specialized expertise helping companies become leaders in their markets and their industries.
- Here’s a look at the topics we’ll cover today. First, we will help you identify why a speaking strategy could be the right choice to help you reach your target audiences. Second, we will share objectives – for the speaker and the audience – that you should be mindful of as you move forward with your speaking strategy. Next, we’ll go over the basic rules of speaking and share six elements of a good presentation (plus a few elements of presentations that aren’t so good). Then we’ll discuss how to convey your message in a speaking presentation. We’ll spend time going over how to overcome jitters, which is a common concern for people who are doing public speaking. We will share with you an example of a successful speaking strategy. And, at the end, we’ll take time to answer the questions that have been chatted in. Throughout the presentation, please use the chat function on the lower left side of your screen, and we’ll address those questions at the end of the presentation. Now I’m going to turn it over to Ann to discuss why a speaking strategy might be relevant for your company.
- Thanks Gina. So, now that you’re considering a speaking strategy, let’s look at the reasons why it may be important to incorporate into your communications plan. One possible reason could be to educate your audience. If you have a service, product or view point that you feel is either misunderstood, for example, having the opportunity that a public speaking forum provides is a valuable way to inform your audience about what you do. Another reason to consider a speaking strategy is that it gives you the platform to share your expertise. This helps establish you as someone who is a leader among the competition and who is the right choice for your target audience to engage. Speaking strategies are also a valuable way to promote awareness of your brand. If you’re rolling out a new service or just need to put some momentum behind who you are and what you do, sharing information through a speaking strategy can help build overall brand awareness. And lastly, you might consider a speaking strategy as a springboard for inspiring action. That’s not to say that speaking strategies should be confused for sales presentations, but educating your audience, showing your expertise and building brand awareness will hopefully inspire members of these highly targeted groups to take action – with your company.
- Once you decide to move forward with your speaking strategy, it’s important to determine exactly what you want your audience to walk away with following your presentation. First, you want to deliver a presentation that builds goodwill toward your brand. These types of presentations are your stage to share what makes your brand the best among its competition, so you want your audience to feel positively about it at the conclusion. Next, you want to control the message. Using a platform such as a speakers bureau strategy allows you to have some control over the message being conveyed about your brand. Third, you want to earn your audience’s respect. They say that “you never get a second chance to make a first impression,” and for many people in the audience, the time they spend listening to your presentation could be their first experience with a representative of your brand. Let them walk away from the presentation feeling positively about you and your company. Finally, you may want to use your platform as a speaker to shape attitudes and change opinions about your brand. This can be especially important if your company has been in the spotlight in a manner that isn’t consistent with what you would like to portray. Being politely persuasive is a method we encourage as part of an effective speaking strategy.
- Although the presenter controls much of the content shared as part of a speakers bureau strategy, it’s important to keep in mind that your audience may walk into your presentation with their own set of objectives. Those objectives may include: Gaining a better understanding of who are you are. The majority of audiences have motives that are pure; they want to know more about you, and that’s why they showed up to hear you speak. So give them what they want by spending an appropriate amount of time explaining who you are, what you do and what your position is on the subject matter. Learning something new about the discussion topic. As an expert in your industry, you have the opportunity during your speaking engagement to share information that the general public may not be aware of or may not realize about your brand or industry. Giving your audience the feeling that they’ve been educated on a relevant subject is a great takeaway, both for them and for you. Finding an opportunity to catch you off guard. As I said before, most audiences have pure motives. However, it is possible that someone who is listening to your presentation may have an opposing viewpoint, be in a competitive field or simply want to make you squirm. Be aware of this, and later in the presentation we’ll discuss how to control the message if someone tries to catch you off guard. Getting answers to their questions. Most groups know in advance who will be speaking at their meeting, which gives them the opportunity to do their research on you and your company, and consider questions they want answered. Be sure to prepare for the types of questions you want to answer, as well as the questions you do not want to answer, as part of your message development. Next, Gina is going to share with you some of the basic rules of speaking.
- Thanks, Ann. Let’s move onto the basic rules of giving a good speaking presentation. First, know the space. Can it accommodate your audio/visual needs? Will you need to bring in any of your own equipment? All of this should be predetermined when the speaking arrangements are made. Also, arrive at least 10 minutes early to take a look at the room and get comfortable in the space. This can also be a valuable time to network with members of your audience. You should also take time prior to the start of the speaking engagement to test your equipment, especially video and sound equipment. Make sure you know how to advance the slides, if you’re using a PowerPoint. Find out if you need a microphone and determine how to use it properly. Or, distribute information to attendees if you’re utilizing leave-behinds. Lastly, stick with the timeframe you’ve been given. If you’re using a podium, place a stopwatch or clock on it so you can be mindful of the time. Or, have a colleague attend with you and appoint them as timekeeper. They can give you a five-minute warning that time is drawing to a close from their place in the audience (and also can provide invaluable critiques following your presentation).
- Moving onto the verbal and nonverbal rules of speaking…we’ll start with the verbal. Now, most of these rules can be accomplished with a thorough amount of practice. They include: Using appropriate words and incorporating vocal variety. Nothing will bore the audience faster than a monotone speaker. Maintaining vocal clarity. It is essential that you do not mumble your way through a presentation and that your enunciate and project so that every person in the audience can hear and understand you. Avoiding audible pauses and throwaway words. Silence can be uncomfortable, especially when you’re front and center during a speaking engagement. But what’s even more uncomfortable – for you and your audience – is overuse of fillers such as “Uh, um” and meaningless phrases such as “Basically” or “Kind of.” You also have to consider your nonverbal communication when you’re speaking in front of a group. Make eye contact, but avoid focusing on one person or else you may make them uncomfortable. Instead, scan the room and make eye contact appropriately; you’ll also be able to gauge the audience’s engagement with your presentation content. Gestures, posture and body language are also important considerations when speaking. Talking with your hands is good; it looks natural but should be practiced when rehearsing the presentation. Also, when rehearsing the presentation, think about natural places to incorporate gestures or other appropriate body language. Lastly, watch your movement. If you’re presenting behind a podium or in a stationary spot, you’ll want to make sure you aren’t making any distracting movements, such as rocking back and forth or fidgeting.
- Now, let’s take a look at six elements of a good presentation. First, tailor the presentation for your audience. Find out what the group’s expectations are for your presentation by asking appropriate questions when you’re contacted to speak. This step is something that many presenters fail to do because it takes time. But it’s the best and only way to connect with the audience and make sure you’re delivering a presentation that’s appropriate for them. Second, grab the audience’s attention at the beginning of the presentation through effective storytelling. You can do this by opening your talk with a personal anecdote or sharing a video about your topic. These storytelling strategies set the tone for the presentation and shape the audience’s frame of mind. Third, be thoroughly prepared. This requires practice in front of an objective group of coworkers or peers who will give you the constructive criticism you need in order to deliver the best possible presentation. The more comfortable you are with the materials, the more conversational your presentation will be. And the more your audience will enjoy it, because they will sense your confidence with the subject matter. Fourth, provide supporting evidence for your main points. If you have data or research, use the numbers to your advantage. Or, if an outside expert shares a similar opinion or stance on your subject matter, mention it during your presentation. Fifth, maintain appropriate energy throughout your presentation. As time passes, it may be easy to lose your energy level – it will be apparent to your audience if your enthusiasm or volume changes. Repeated practice can help prevent this from happening. The final element of a good presentation is appropriate use of visual aids. Even if you use a visual element to open your presentation, utilizing images, charts or other relevant visuals that correspond with your content will keep your audience engaged.
- There are also six elements that can make even well-developed presentations go bad. They include: A flat opening. If you don’t capture the audience’s attention immediately, it will be much harder to gain ground with them as you dive into your content. Also, avoid using jokes as your opening strategy. If the audience doesn’t laugh, they may be turned off by the rest of your content. No interaction. You can incorporate appropriate interaction into your presentation as you go along, or you can save your Q&A for the end. But the point here is, if it fits the format, give your audience the opportunity to talk at some point. Dull visuals. If you have real photography related to your topic, use it. It will be much more authentic than using stock photography. Lack of focus. This is another reason why practicing repeatedly is essential. If you ramble, you will lose the audience’s attention. Stay sharply focused on your presentation content, and don’t veer off your talking points. Bad storytelling. Your presentation should have a build-up, a flow of good information, and something at the end that ties it all together. No emotional pull. Your presentation will connect in a far more meaningful way with your audience when you give them something they can personally or professionally relate to. Find that connection based on your knowledge of the audience you’re speaking with, and incorporate it into your presentation.
- Now that you have the basics of good presenting under your belt, let’s talk about the best ways to convey your presentation’s message. Developing message points before writing your presentation’s content will allow you to incorporate them into your slides and speech. Message points are the takeaways you want to ensure your audience understands about your topic. Identify them, develop them and use them. And, during the Q&A, having message points prepared will help you answer questions in a manner that is on-message with the rest of your presentation. Additionally, if you have research or data, incorporate them into your message points. Having a basic knowledge of bridging techniques can help during the question portion of your presentation. In advance of the presentation and based on your knowledge of the audience, consider questions you might be asked, and write down – incorporating your message points – possible answers. Do the same with potentially controversial questions…the ones you don’t want to be asked. That way, you’ll have a strategy in place if someone tries to back you into a corner.
- Jitters or presentation nerves are natural – even the most seasoned public speakers can be hit with nerves before taking the mic. A few strategies you can use to overcome the jitters include: Basic breathing techniques: In through the nose, and out slowly through the mouth. This will help you slow down your talking speed, too. Thinking of the presentation as a conversation: It can be helpful to think of your presentation as a talk with peers or coworkers. Practicing this technique can help you relax and come across as more natural. Visualizing the desired outcome: You want to close your presentation with a round of applause, smiles from the audience and a feeling of relief. Visualize these things during your practice session and watch them become reality during the real deal. Joining a group, such as Toastmasters: Many people seek out organizations such as Toastmasters that are designed to help professionals speak effectively. The practice and techniques you receive in groups like this can help ensure your comfort in nearly any speaking situation. Now, Ann is going to share with you an example of how we’ve successfully implemented a speaking strategy for one of our clients.
- Thanks, Gina. I’m going to share with you how a speaking strategy we developed for the Omaha Professional Fire Fighters Association helped them share their message with their target audiences. On the next slides we will look at the objectives, approach and outcomes of their speaking strategy.
- It is important for members of the Omaha Professional Fire Fighters Association to speak with key community groups and members of the general public. They interact with the community on a daily basis and are frequently in the news, so having the opportunity to share their position through a strategy such as a speakers bureau has proven successful for them. The first objective of the Omaha Professional Fire Fighters Association’s speakers strategy is the educate the audience. There are so many things that fire fighters do that the public isn’t aware of, from the types of calls they respond to, to their community involvement, to their positions on various issues. It was important to develop a presentation that allowed them to shed a light on little known facts about their organization. The second objective is to address misconceptions about their group. Because they are high profile, their mission can be open to divisive opinions and heated conversations. Using a speaking strategy as a platform to address the misconceptions and clear them up is an important objective. The final objective for the fire fighters is to change opinions. Throughout the year, during an election cycle or contract negotiations for example, the fire fighters are in the news more often. Engaging key groups in their position can help them rally support behind their causes and contribute to a favorable outcome.
- Our approach to helping the Omaha Professional Fire Fighters achieve their objectives was to create a presentation that touched on each objective directly. Each presentation opens with an attention-grabbing video that portrays what it means to work as an Omaha fire fighter. Also, we’ve incorporated research – original research we conducted of the Omaha community – directly into the presentation and its message points. Third, the presenters had an active role in shaping the content of the presentation, which ensures they’re comfortable with the subject matter and allows them to talk about it from a place of expertise. Lastly, all presenters have been through formal media and speakers training, which helps ensure their comfort level with answering both the questions they do and don’t want to be asked.
- After several months of speaking engagements in front of their target audiences, the Omaha Fire Fighters have achieved their desired outcomes: - We’ve created a strategy that gives them face time in front of key influencers and community leaders, allowing them to get their message points in front of the right people. We’ve provided them with an opportunity to share their point-of-view when they may not otherwise have had the chance. We’ve helped the fire fighters earn the respect of their audience. By crafting a presentation that is rich with data, has an emotional appeal and addresses misinformation that might exist among the public, the feedback from both our client and the audiences of their presentations has been extremely positive.
- Thanks Ann, for sharing that case study with us. Before we get into questions, I would like to invite you to our next webinar – Wednesday, November 17, at 10 a.m. Central. I will be presenting “What’s the Latest Word? Making Sense of Communications Jargon” and will walk through some of the current communications jargon, such as “content marketing” and “inbound marketing,” that is being used in the digital marketing industry and help identify which terms are most relevant. Again, that’s Wednesday, November 17 at 10 a.m. Central. You can register online at www.alberscommunications.com/learning-opportunities
- And one more housekeeping item – I’d like to ask each of you to take a few moments to fill out the questionnaire that will appear on your screen at the end of the presentation. Please provide your comments about today’s webinar or share topic suggestions you’d like us to address in future webinars. And now I will take a few moments to answer any questions that have been chatted in. If you haven’t done so already, please feel free to chat in your questions through the box on the lower left side of your screen. (We have many people in our company who are experts on a variety of topics. How do we create an effective strategy with so many different points of view?) (If we decide to move forward with a speaking strategy, what is the best way to let our target audience know we’re available to speak? Email? Letters? Phone?)
- Thank you for taking the time to join us today. We will send the recording of this presentation to you within the next day. And if you have further questions, feel free to contact us by visiting alberscommunications.com. Thank you!