10 steps to successful presentations(44)

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January 6, 2011

10 Steps to Successful
Presentations
ASTD Editors

©2008 by American Society for Training & Development
Adapted by permission of ASTD
ISBN: 978-1-56286-514-6

Introduction
It is not unusual for today’s business professional to alike, it is wise to periodically review the basics about
be expected to deliver effective communication and structuring and presenting information.
presentation skills. Ten Steps to Successful Presen- Step One: Know the Audience and Purpose:
tations by the American Society for Training and The Five Ws and More
Development provides a framework that will help
business people create an effective presentation in a When planning a presentation it is essential to under-
short period of time. The tips and examples will help stand: who, what, where, when, and why before
with both large and small presentations. Potential beginning to create the presentation. This information
presenters will learn skills such as: how to conduct will provide the direction for creating the presenta-
an audience analysis, plan the presentation outline, tion outline.
develop content, select visual aids, demonstrate 1. Start with asking the question, who will be in the
polished presentation skills, and use facilitation tech- audience? Analyzing the make-up of the people
niques to engage the audience. who will be on the receiving end of the infor-
PART I: Preparing for the Presentation mation will provide key insights for developing
the presentation’s content. No two audiences are
Standing in front of a group of people who expect
alike, so a presentation that works for one audi-
to see an effective presentation can be a frightening
ence might miss the mark with another. Knowing
experience. For seasoned professionals and novices
who will hear the presentation helps determine
Business Book Summaries® January 6, 2011 • Copyright © 2011 EBSCO Publishing Inc. • All Rights Reserved

10 Steps to Successful Presentations ASTD Editors

the purpose of the presentation and also allows
the presenter to anticipate what the hot topics
might be. Some of the key questions to ask about Key Concepts
the audience are:
There are ten steps to follow to quickly plan,
• Are members of the audience affiliated with a develop, and deliver a successful presentation.
particular industry or profession?
Step One: Know the audience and purpose.
• Are they required to attend the presentation
or is it optional? Step Two: Develop and structure the presenta-
tion
• What is known about their background and
knowledge of the topic? Step Three: Create appropriate visual aids

2. Once the audience analysis is complete, research Step Four: Make it memorable
on the what of the presentation. This involves a Step Five: Make sure the venue and environ-
thorough education on the content and subject ment are favorable
matter of the presentation. This can involve a
Step Six: Review basic communication tech-
basic Internet search or it could require conduct-
niques
ing interviews with subject matter experts. Armed
with the knowledge of who is in the audience, the Step Seven: Build in facilitation techniques
content can be designed to build upon what the
Step Eight: Practice, practice, practice
audience already knows or believes about the
topic. Step Nine: Pause and refresh

3. While audience and topic are at the top of the Step Ten: Deliver a flawless presentation, no
list when preparing for a presentation, where the matter what
presentation will take place is an important factor g g g g
as well. The best prepared speaker can still fail if
the facility is sub-par. Difficulties can arise if the
sound or lighting is bad, or if it is too cold, hot, Information about this book and other business titles:
or overcrowded. An ideal facility ensures that the www.astd.org
audience can listen in safety and comfort.
4. When the presentation occurs, is another piece of Related summaries in the BBS Library:
the presentation puzzle. It can affect not only Speak with Power and Confidence
the structure of the presentation, but also the Tested Ideas for Becoming a More
types of activities, breakouts, or facilitation tech- Powerful Communicator
niques that will be necessary to keep the audience Patrick Collins
actively engaged.
Words That Work
5. The analysis of the audience will provide the It’s Not What You Say, It’s What People Hear
bulk of the information required for tailoring the Dr. Frank Luntz
presentation, but another part of the planning
How to Sell Yourself
equation should focus on why the audience is there.
Using Leadership, Likeability, and Luck to Succeed
Is there a specific action that the audience needs Arch Lustberg
to take or a point of view that they should hold
when they leave? Knowledge of the desired out-
come will play in part in the content development
and the structure of the presentation.
The information gathered in the who, what, where,
Business Book Summaries® January 6, 2011 • Copyright © 2011 EBSCO Publishing Inc. • All Rights Reserved Page 2


when, and why analysis will also play a big factor in easier for the audience to remember them.
determining the type of presentation. If it is a short
Closing: It should be memorable, provide a brief
presentation and the audience has some knowledge
review of key points, and, if appropriate, a call to
of the topic or situation, then a briefing might suffice.
action.
If the audience needs to be persuaded or motivated,
a speech might be most effective. If it is a conference When developing the presentation there specific
or training session, then a more elaborate, interactive aspects that should be a part of it. It should be valu-
presentation may be required. able to the audience. Listeners expect substance
and new insights. Also, it must have clarity and be
Step Two: Develop and Structure the Presentation
tailored for the audience. This means that the key
Every part of the presentation should be thoroughly points are clearly delineated for the audience and
planned; there should be an attention-grabbing intro- developed based on the audience analysis. The pre-
duction, then layering transitions between content sentation should also follow a logical sequence where
elements. It should end by rounding out the final information is provided in a way that is clearly under-
summation and closing of the presentation. No matter standable.
what the purpose, every presen-
tation should include: A successful presentation begins by grabbing the audi-
Meeting and greeting the audience’s attention. If you grab them early, you will keep
ence: This might include meeting
individual participants as they
them engaged
walk into the facility or room or, for larger groups, a Part II: Developing the Presentation
more general greeting at the beginning of the presen- Analyzing the audience and determining the struc-
tation. ture and content of the presentation are two important
An opening sequence: Effectively opening a presen- steps, but they are only part of what makes a presen-
tation is crucial. It should establish the credibility of tation effective.
the speaker, grab the audience’s attention, and set Step Three: Create Appropriate Visual Aids
expectations.
Chances are at least one visual aid will be included
Transitions between sections of content: Smooth in the presentation, because visuals can help provide
transitions from point to point help link the presenta- clarity. However, if not planned carefully, they can
tion as a whole piece. distract from the presentation rather than add value.
Content: The content should specifically support the Visual aids, when used well, help reinforce the points
purpose and main point of the presentation and meet in a presentation and may help the audience remem-
the needs of the audience. It is best to limit the sup- ber them. They also help:
porting points to between three and five to make it
• the presenter control the flow and structure of the
information and maintain the audience’s attention

About the Author • communicate messages more efficiently

ASTD provides professional development • define relationships within the presentation
opportunities, content, networking, and • add interest, variety, and excitement
resources for workplace learning and perfor-
mance professionals. The organization sets the In order for visual aids to be most effective, selection
standards for best practices within the profes- is important. In going back to the audience analy-
sion. sis, try determining the audience’s learning profile.
What is their current level of expertise with the sub-
ject matter? Why are they attending the presentation?



Also, look at what is known about the facility. What is audience.
the room size? What equipment is available?
• Use humor to be inclusive not exclusive.
Visual aids can be overused and misused, so there are
Step Five: Make Sure the Venue and Environment
some guidelines to follow. Using more visual aids is
are Favorable
not always better. That same also holds true for the
content illustrated within a visual aid. Try and keep The physical environment for a presentation can
to one point per visual and avoid redundant informa- derail the best speaker with the best presentation. The
tion. For example, do not read aloud the information physical setting should match the goals of the presen-
that appears on a visual aid. The aid is there to com- tation and the size and needs of the audience.
pliment and clarify the message. Seating is a critical factor from the perspective of
the audience. From chairs that
Getting the audience physically involved keeps them are comfortable enough to their
arrangement in the room, they
engaged and helps them remember your messages are an important factor that can
influence the success of a presen-
Step Four: Make it Memorable-Add Pizzazz to the tation. There is not a one-size fits all to set up for a
Presentation presentation, but some set-ups work better for certain
presentations. Rounds are better for larger groups or
Adding elements of surprise and interest to the pre-
when there will be team or group work. Classroom
sentation help to capture and keep the audience
style makes it easier to see visual aids and helps to
engaged throughout the speech. Attention-grabbing
focus attention on the speaker. A u-shape creates a
openers, icebreakers, stories, analogies, tables, graphs,
more open environment for sharing and interaction.
and demonstrations are all things that can help make
a presentation memorable. Other elements to consider when determining the
appropriate venue and set up for a presentation, if
But, just like visual aids, having the right quantity of
there are audio visuals, include the positioning of
these elements without going overboard is crucial.
screens and speakers within the room. Are screens
Avoid the temptation to “wing it.” Ad-libbing can
viewable from all of the seats? Are the speakers ade-
take a presentation off schedule and off point very
quate? If someone is seated near a speaker, will it be
quickly.
too loud? Peripheral facilities, such as restrooms and a
Consider the strengths of the speaker when planning central place for messages, temperature, lighting, and
how to make a presentation memorable. Someone noise level should all be considered in this process.
who does not tell jokes well or cannot remember
When preparing for the presentation, information
punch lines should not try to add them to a presenta-
needs to be gathered about the time of day and length
tion. However, humor does not have to take the form
of presentation. This will help inform the need for
of a joke, and it can be effective when driving home
food and for breaks during the presentation. If food
a point. If humor is to be a part of the presentation,
is included, then make sure set up does not interfere
there are some guidelines for using it effectively.
with the presentation, and it is positioned where it is
• Use topic-related cartoons, stories, puns, and easily accessible.
anecdotes to reinforce points.
Step Six: Review Basic Communication Techniques
• Make sure the humorous item is relevant to the
Even with a well-researched and crafted presentation
presentation and to the point it illustrates.
and the best possible facility, a presentation can still
• Avoid humor that might offend or alienate or that fail if the presenter’s delivery style is not fine-tuned.
is stereotypical. Experienced presenters communicate effectively
through both verbal and non-verbal techniques.
• Practice the use of it before getting in front of the



Voice inflection can be one of the best assets for cap- • Asking open-ended questions that encourage
turing and holding an audience’s attention. There are audience members to ask for clarification and
four key skills to consider: allow for the speaker to determine understanding
of certain key points.
• Projection: Everyone in the audience must be able
to hear the speaker consistently throughout the • Listening to what participants say and repeating
presentation. key points to show understanding of their view-
point.
• Pitch: A monotone is sure to lull the audience
to sleep. A well-modulated voice that highlights • Accepting differing opinions and views and being
points in the presentation helps keep the audi- prepared to disagree with participants and to cor-
ence’s attention. rect any misinformation that is shared
• Pronunciation: Clear diction is a must. If the • Use of silence to elicit a response from the audi-
audience cannot understand what is being said, ence as pausing gives audience members time to
they will tune out very quickly. form their own thoughts and opinions
• Pace: Good speakers adjust their rate of speak- Step Eight: Practice, Practice, Practice
ing to accentuate a feeling or mood. Nerves make
Practice provides the opportunity to polish the
some speakers speed up, so it is important to be
content, rethink the structure, and to rehearse the
attentive to the speed of the presentation.
materials and presentation dynamics such as visual
Non-verbal communication skills speak just as loudly aids and transitions. For some memorizing the open-
as communication. Body language and gestures can ing is a way to help establish calm and confidence in
add emphasis or distraction to the presentation. They the beginning of a presentation when nerves can often
should emphasize a point or allow the speaker to be at their worst.
connect with the audience. Some
speakers are comfortable walking Do not forget to smile! A smile can pay dividends—it
around so that they can interact can be interpreted as a sign of your confidence, com-
with different people in the audi-
ence.
mitment, and interest
In general, it is best to use quick, positive, and pur- Although, relying on memory for an entire presen-
poseful movements of the hands, arms, and head to tation might not be the best plan. Have notecards or
emphasize points and connect with the audience. All a piece of paper with the outline and key points of
movements and gestures should look natural and your presentation on it and place this near the top of
help demonstrate enthusiasm and passion about the the table or lectern so that it does not require bending
topic. over too far to read them. Practice using this aid so
that it does not become a distraction during the pre-
Step Seven: Build in Facilitation Techniques to
sentation.
Engage the Audience
Some other keys to successful practice sessions
Audience participation in a presentation can be both
include:
difficult to elicit and difficult to control. A successful
presenter knows how to use their communication • Practice in front of a mirror
skills to encourage and manage participation. Effec-
• Record and play back the presentation
tive facilitators are able to create an open environment,
set guidelines for participation, acknowledge those • Ask someone to watch and provide feedback
who participate, and create transitions between par- • Read the presentation out loud
ticipation and presentation.
• Focus on both verbal and nonverbal aspects
Some basic facilitation techniques include:



• Have a dress rehearsal with all equipment and tor bulbs, jump drive
visual aids
• Extra extension cord and power strips
Part III: Giving the Presentation • Phone numbers for the organizer and facility con-
It is natural to be nervous at the start of a presenta- tacts
tion. The trick is harnessing that nervous energy and
directing it toward the presentation. Logistical issues are in the hands of the organizers.
That is why arriving early to check on things, such as
Step Nine: Pause and Refresh room set up, is critical. Tables and chairs can be easily
Even though it is normal to be nervous before a pre- rearranged or adapted to as long as there is enough
sentation, it is possible to minimize the nerves with time to do so. Knowing who to call to make changes
some preparation. Wear something that is comfortable to the room set up is important, if the problem will
and confidence-inspiring. Arrive early so that there is prevent an effective presentation.
time to become familiar with the surroundings. Have The audience can also pose some challenges. Disrup-
a preparation checklist that includes checking the tive audience members can be one such challenge. By
equipment, room set up, getting a bottle of water, etc. and large the audience wants the speaker to succeed
Just before the presentation do some deep-breathing so that their goal for obtaining information is met.
or warm up exercises to help with focus. Some speak- Sometimes the rest of the audience will help curb the
ers do a mental rehearsal envisioning the presentation disruptive member. However, they also are looking to
in their mind and they incorporate positive thinking see how well the speaker handles the disruption and
in their preparation. This allows them to be optimistic moves on with the presentation.
in their approach and attitude. The most unobtrusive way to handle a disruption
• Keep in mind: No matter how large, the audience is to look at the misbehaving audience member for
is made up of individuals. several seconds and to move in their direction, if pos-
sible. It is almost a non-verbal way of saying, “stop
• It is rare that a speaker pleases every member of
it.” If this does not work, pause and ask if that person
the audience every time.
has a question. If it continues, it might be time to take
• The preparation that has gone into the presenta- a break and to deal with the participant directly and
tion. offline.
There is a perfect blend of audi-
Positive thinking focuses on being positive in your ence attention and questions. But
approach and attitude. Don’t waste energy imagining too many questions or too much
everything that could go wrong silence can be a distraction. Some-
times a single participant might
Step Ten: Deliver a Flawless Presentation-No Matter dominate a discussion. Acknowledge that while the
What Happens interest is appreciated, there are others in the audi-
ence who might have questions or comments as well,
Even with intense preparation, it is impossible to
or offer to stay after the session to ensure that the per-
anticipate everything that can happen. However, it is
son’s questions are answered.
possible to be prepared for the unexpected. Develop-
ing a contingency tool kit will help with managing Dead silence is awkward as well, especially when a
and mitigating risk. Components of this toolkit should certain amount of time is allotted for questions and
include: answers. Sometimes audience members might be
trying to process the information from the presenta-
• Duplicate set of notes and handouts, if applicable
tion and a short break is all that is needed. Another
• Tape and other office supplies that might be technique is to ask the audience questions and see if
needed-whiteboard markers and erasers, projec- that will trigger others to ask questions in return.


g g g g

Features of the Book
Reading Time 3-4 hours, 188 Pages in Book
If the idea of making a presentation is overwhelming,
10 Steps to Successful Presentations by the Ameri-
can Society for Training and Development provides
a guide for developing a great presentation and han-
dling any issues that might arise. With step-by-step
guidelines, worksheets, and checklists, it is sure
to steady anyone’s nerves, and it provides a great
resource for even the most seasoned presenter.

Contents
Preface
Introduction
Step One: Know Your Audience and Purpose: The 5
Ws and More
Step Two: Develop and Structure Your Presentation
Step Three: Create Appropriate Visual Aids
Step Four: Make It Memorable-Add Pizzazz to the
Presentation
Step Five: Make Sure the Venue and Environment
Work in Your Favor
Step Six: Stop-Review Basic Communication Tech-
niques
Step Seven: Build in Facilitation Techniques to Engage
Your Audience
Step Eight: Practice, Practice, Practice
Step Nine: Pause and Refresh-Relax, You’ll Do Fine
Step Ten: Deliver a Flawless Presentation-No Matter
What Happens
Bibliography
Index
About ASTD



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