The following is a presentation prepared for NASFAA’s 2007 Conference in Washington, DC July 8-11, 2007

Mastering Presentation Skills, Part 2 Discovering Skill Sets, and Tips on How to Be a Presenter Presenters: Kay W. Soltis, Pacific Lutheran University Cheryl Lyons, University of Central Arkansas Terri Gruba, The University of Montana Mary Sue Rix, Centenary College of Louisiana David Gruen, University of Wyoming

Presenters:

Kay W. Soltis, Pacific Lutheran University

Cheryl Lyons, University of Central Arkansas

Terri Gruba, The University of Montana

Mary Sue Rix, Centenary College of Louisiana

David Gruen, University of Wyoming

Knowing Your Audience Kay W. Soltis

Knowing Your Audience Wouldn’t it be nice if we could all be Red Hatters People automatically attempt to talk to you – get to know your audience Enjoy your new best friends – let’s talk and get to know each other

Wouldn’t it be nice if we could all be Red Hatters

People automatically attempt to talk to you – get to know your audience

Enjoy your new best friends – let’s talk and get to know each other

Research – Prior to the Presentation Who is your audience? High School Counselors High School Financial Aid Night Current students and/or Parents New Financial Aid Administrators Financial Aid Support Staff Faculty and/or Other Colleagues Board of Regents/Trustees Scholarship Organizations

Who is your audience?

High School Counselors

High School Financial Aid Night

Current students and/or Parents

New Financial Aid Administrators

Financial Aid Support Staff

Faculty and/or Other Colleagues

Board of Regents/Trustees

Scholarship Organizations

Technical Presentation What is the audiences’ expertise Careful use of technical/professional jargon Informational or hands on sessions

What is the audiences’ expertise

Careful use of technical/professional jargon

Informational or hands on sessions

Special Needs Hearing impaired Face the audience Do not cover your mouth or any part of your face Stay out of the shadows – stay in the light Speech should be slow and clear but do not exaggerate No shouting English as a second language

Hearing impaired

Face the audience

Do not cover your mouth or any part of your face

Stay out of the shadows – stay in the light

Speech should be slow and clear but do not exaggerate

No shouting

English as a second language

Special Needs Visually impaired Be directionally specific – left, right, up, down, east, west, north, south Overheads should be read out – do not assume everyone can read Not all colors can be easily seen – they may be pretty but not necessarily

Visually impaired

Be directionally specific – left, right, up, down, east, west, north, south

Overheads should be read out – do not assume everyone can read

Not all colors can be easily seen – they may be pretty but not necessarily

Position in the Day of the Presentation Beginning of the day Prior to Lunch After lunch Last session of the day

Beginning of the day

Prior to Lunch

After lunch

Last session of the day

Day of the Presentation Day of the Presentation - Question the Audience to Determine Makeup Ask questions General Questions – Demographics Familiarity of the Subject or Process Technical Knowledge

Day of the Presentation - Question the Audience to Determine Makeup

Ask questions

General Questions – Demographics

Familiarity of the Subject or Process

Technical Knowledge

Expectations Ask the audience what they expect Write it down Go over the list Explain what you will cover – tell the audience if you will not cover one of their expectations

Ask the audience what they expect

Write it down

Go over the list

Explain what you will cover – tell the audience if you will not cover one of their expectations

Set Ground Rules Start and Stop on time Set and adhere to Breaks Take care of yourself Respect each other Safe environment No side bar conversations Turn pagers and cellular telephones to vibrate Questions – Parking lot, Ask it Basket, etc.

Start and Stop on time

Set and adhere to Breaks

Take care of yourself

Respect each other

Safe environment

No side bar conversations

Turn pagers and cellular telephones to vibrate

Questions – Parking lot, Ask it Basket, etc.

Different Learning Styles Audio learner Verbally present the presentation Summarize the highlights of the presentation Visual learner Overhead PowerPoint Flip charts Copies of PowerPoint or summary sheets Tactile learner Provide exercises that reinforce the presentation Role modeling/playing the points being presented

Audio learner

Verbally present the presentation

Summarize the highlights of the presentation

Visual learner

Overhead

PowerPoint

Flip charts

Copies of PowerPoint or summary sheets

Tactile learner

Provide exercises that reinforce the presentation

Role modeling/playing the points being presented

Present your Topic Watch Your Audience Check Body Language When audience is engaged, they sit up They sit forward and face you Make eye contact

Watch Your Audience

Check Body Language

When audience is engaged, they sit up

They sit forward and face you

Make eye contact

Signs Puzzled look Frowning Asking their neighbor questions

Puzzled look

Frowning

Asking their neighbor questions

Anticipation - Preparation You cannot anticipate every event but you can be well prepared Someone not paying attention Look at them when speaking Modulate your voice

You cannot anticipate every event but you can be well prepared

Someone not paying attention

Look at them when speaking

Modulate your voice

Options Someone sleeping – check body language Can you give the audience a break Ask the audience a question – give them a treat - candy Make a point – raise your voice Is it possible to modify your presentation – have everyone stand up and stretch and ask questions while they stretch Acknowledge that this portion of the day or text may not be the most exciting but they will need this to move on to the next topic or cut it out Just move on!

Someone sleeping – check body language

Can you give the audience a break

Ask the audience a question – give them a treat - candy

Make a point – raise your voice

Is it possible to modify your presentation – have everyone stand up and stretch and ask questions while they stretch

Acknowledge that this portion of the day or text may not be the most exciting but they will need this to move on to the next topic or cut it out

Just move on!

Options Someone who disrupts the presentation Try to assist them the best you can Ask them if they can wait until the break Thank you but we need to move on if you are to keep your promise to finish on time But you would be happy to discuss their concern after the session

Someone who disrupts the presentation

Try to assist them the best you can

Ask them if they can wait until the break

Thank you but we need to move on if you are to keep your promise to finish on time

But you would be happy to discuss their concern after the session

Options People start leaving Attempt to ignore Make the handouts conveniently available – back of the room Ask them to wait, you are almost done Wrap it up

People start leaving

Attempt to ignore

Make the handouts conveniently available – back of the room

Ask them to wait, you are almost done

Wrap it up

Conclusion Last but not least – leave them with something Tell them what you’re going to tell them Tell them what you told them Leave them with something

Last but not least – leave them with something

Tell them what you’re going to tell them

Tell them what you told them

Leave them with something

Questions and Answers Contact Information: Kay W. Soltis Director of Financial Aid Pacific Lutheran University (253) 535-8725 Toll free 1-800-678-3243 [email_address]

Contact Information:

Kay W. Soltis

Director of Financial Aid

Pacific Lutheran University

(253) 535-8725

Toll free 1-800-678-3243

[email_address]

Know your material Cheryl Lyons Director of Financial Aid University of Central Arkansas [email_address]

Know your material

Cheryl Lyons

Director of Financial Aid

University of Central Arkansas

[email_address]

First Things First Why were you asked to do the session? What was the intention of the committee or group making the request? What issues would they like addressed? Is there a frame of reference or a particular need?

Why were you asked to do the session?

What was the intention of the committee or group making the request?

What issues would they like addressed?

Is there a frame of reference or a particular need?

Who is interested? Beginners, Advanced; Clerical staff, Directors; Institutional and/or Associate Members; Others

Beginners, Advanced;

Clerical staff, Directors;

Institutional and/or Associate Members;

Others

Importance of Topic Does it enhance: Regulatory knowledge? Student/public service? Professional growth and development?

Does it enhance:

Regulatory knowledge?

Student/public service?

Professional growth and development?

Research What is already known about the topic? Check regulatory citations Search for prior presentations at the national, regional and state levels If the material was given and prepared for you, let the audience know. Review related journals or articles Speak with colleagues Is there a campus expert on the topic? Canvass the larger community

What is already known about the topic?

Check regulatory citations

Search for prior presentations at the national, regional and state levels

If the material was given and prepared for you, let the audience know.

Review related journals or articles

Speak with colleagues

Is there a campus expert on the topic?

Canvass the larger community

Anticipate Questions Anticipate the question and answer period Ask co-workers and colleagues where knowledge is lacking Ask an auditor or consult audit findings

Anticipate the question and answer period

Ask co-workers and colleagues where knowledge is lacking

Ask an auditor or consult audit findings

Important! If you are asked a question and don’t know the answer, say so. Provide your contact information for follow up; Offer to email response to an appropriate listserv; Other ……

If you are asked a question and don’t know the answer, say so.

Provide your contact information for follow up;

Offer to email response to an appropriate listserv;

Other ……

Practice, Practice, Practice Yes…… Out loud In front of a mirror, husband, dog Repeatedly

Yes……

Out loud

In front of a mirror, husband, dog

Repeatedly

Developing Your Style Terri Gruba Associate Director, Financial Aid The University of Montana 406-243-4218 [email_address]

Developing Your Style

Terri Gruba

Associate Director, Financial Aid

The University of Montana

406-243-4218

[email_address]

Developing Your Style “I read a thing that speaking in front of a crowd is actually considered the number one fear of the average person. Number two was death. Number two. That means if you’re the average person, if you have to be at a funeral, you would rather be in the casket than doing the eulogy.” Jerry Seinfeld, “I’m Telling You for the Last Time”

“I read a thing that speaking in front of a crowd is actually considered the number one fear of the average person. Number two was death. Number two. That means if you’re the average person, if you have to be at a funeral, you would rather be in the casket than doing the eulogy.”

Jerry Seinfeld, “I’m Telling You for the Last Time”

Initial Thoughts Resources are available Objective of communication Mistakes will happen Style is personal

Resources are available

Objective of communication

Mistakes will happen

Style is personal

Mechanics Murphy’s Law Arrive Early Check out/set up the equipment Use Visual aids if the audience can see them Make sure you know how your equipment works

Murphy’s Law

Arrive Early

Check out/set up the equipment

Use Visual aids if the audience can see them

Make sure you know how your equipment works

Visual Aids Audience expectations Props? Going Bare PowerPoint presentations

Audience expectations

Props?

Going Bare

PowerPoint presentations

Tips for Visual Aids Not too many Visuals fit the presentation One key idea per slide Use keywords and phrases Make them grammatically correct Make sure the audience can see them

Not too many

Visuals fit the presentation

One key idea per slide

Use keywords and phrases

Make them grammatically correct

Make sure the audience can see them

The Delivery Eyes Voice Expression Appearance Stance

Eyes

Voice

Expression

Appearance

Stance

Delivery Distractions The swayer The hand washer The change jingler The walker The hair groomer The defensive one The fiddler

The swayer

The hand washer

The change jingler

The walker

The hair groomer

The defensive one

The fiddler

Content and Style Jokes? The Narrative Remember to breathe Deliberate use of silence

Jokes?

The Narrative

Remember to breathe

Deliberate use of silence

And finally.. Enjoy yourself! Because even a disastrous presentation can be made into a humorous and self deprecating story for the next presentation.

Enjoy yourself!

Because even a disastrous presentation can be made into a humorous and self deprecating story for the next presentation.