Audience-Centered Seating for Your Presentations

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Posted on 20th January 2012 by Kristin Arnold in presentation skills |Set The Tone |U R #1 Visual |Visuals/Props

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You walk into the room and see a traditional seating set-up for your presentation.  Theater-style with two columns of chairs, with a path down the middle.  The overhead screen is at the front in the middle of the room.  Looks pretty good, right?

While typical for many meeting venues, and perhaps most comfortable for you, the presenter, meeting planner, or hotelier, it is NOT the best seating arrangement for an audience-centered presentation.

So what’s wrong with straight rows?

1.  Focus.  The seats directly in front of the speaker are the only decent seats in the house.  Everyone else has to adjust the view to get a direct line of sight to the presenter.  And yet we give up this prime real estate to a multimedia projector table or vacant space for a center aisle.  Whenever possible, place the chairs in front of you, the speaker:

2.  Energy Drain.  Any feng-shui expert will tell you that the energy flows out of the room through a center aisle.  Wherever possible, keep the straight row center section right in front of you, with an aisle in between each outer seating section.

4.  Safety.  You may want to have some ability for people to get in and out of their seats, so you can modify the seating with some extra aisles starting a third of the way from the stage.  This way, the energy won’t flow out of the room!

5.  Blocked View.  Unless you are sitting in the front row, there will always be somebody taller or wider in the seat in front of you.  If you are lucky, you will have a semi-obstructed view of the presenter.  Worst case, you have to lean one way or the other just to get a clear view. Wherever possible, stagger the chairs so they aren’t lined up like soldiers behind each other.

6.  Pain.  Unless you are sitting right in front of the presenter, chances are you must turn your neck slightly to see the presenter.  If you are on the far reaches, then you are probably putting more weight on one butt cheek than the other and are constantly readjusting your seat!  Do this for an extended period of time, and it starts to hurt!  Wherever possible, angle the chairs toward the presenter.

7.  Disconnect. If you want to connect with the audience, the best way is to enable the audience to connect with each other.  They simply can’t connect with each other if they can’t see each other. Straight rows allow each person in the row to see only one person on either side (and the back of somebody’s head – but that doesn’t help connection!)  Wherever possible, curve the seating around the presenter, so the audience can see each other.

Finally, if you can, ask for the overhead screen to be placed on the left, looking at the front of the room (otherwise known as upstage right!).  Since we read from left to right, make it easier for the audience to “read” what you are saying by placing the screen to the left of the stage (downstage right in theater terms).  Place the screen at the same depth as you will be standing and close enough to your center position so that your audience’s eyes won’t have to travel a great distance from you to the screen.  Furthermore, should you have to point to something on the screen, you can use your right hand without turning your back to the participants!

Depending on the venue’s capability, you can transform a ho-hum, boring traditional theater-style room set into an audience-centered seating arrangement.  Being able to view the presentation in comfort, as well as to see each other enhances the dynamics of the presentation.  In the best of all possible worlds, orient the seats toward the front so they can comfortably connect with the presenter and with each other.

 

The Short List of Presentation Bloggers

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Posted on 7th January 2012 by Kristin Arnold in Polls |presentation skills |Speaking Trends

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I was talking (virtually) to fellow blogger Vivek Singh about the plethora of blogs talking about presentation skills.  He and I contribute to this specific space in the blogosphere.  So does Andrew Dlugan who put together an amazing list of 118 fellow bloggers and Ian Griffin lists 43 bloggers plus 58 from his National Speakers Association buddies.

Alltop is another site which is supposed to help us. The problem (again) is the number of blogs it lists. More than 50. Wouldn’t it be spiffy if we had a link to a small list of 10 to 15 blogs? Blogs that are great?  Blogs that do more than rehash stale content?  Blogs that make you think?

What blogs do YOU follow regularly? Blogs that have helped you become a better presenter?  Blogs that you absolutely love to read?

Share some names with me by leaving a comment here:

Make the Meeting Room More Engaging

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Posted on 8th December 2011 by Kristin Arnold in Engaging Mindset |Group Interaction |presentation skills |Uncategorized

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You walk into the meeting room at least a half hour before your presentation, maybe more if you are using technology. You take a good look around the room. Yep. There are tables, chairs, a projector, and a screen. Sigh. Don’t all these meeting rooms look just about the same? Boring. Don’t be afraid to change it up to send the signal that this talk is not going to be your typical, ho-hum presentation. Part of caring is paying attention to room conditions.

Regardless of who has control over the room temperature, sound quality, or other environmental issues, you are ultimately responsible for the audience’s experience. No one else. Find out the room logistics prior to your presentation and set the room so the participants will be able to easily connect with you and with each other.

Room Size. If you have any say in the matter, try to get a room large enough to hold the expected number of attendees—and nothing bigger. If you have to choose between a room that is slightly too small and one that is slightly too large, choose the smaller room with standing room only.

Seating Arrangements. To allow participants to comfortably accomplish the activities you have in mind, set the chairs so they can be close to you and to each other.

Tables. The table configuration you use can support interaction as well: For example, with small audiences (fewer than twenty-five people), try a U-shaped arrangement where the audience fans out around the speaker on three sides. This enables the presenter to walk into the audience easily and encourages participation not only with the speaker but also with each other.

Screen to Their Left. Since we read from left to right, make it easier for the audience to “read” what you are saying by placing the screen to the left of the stage (downstage right in theater terms). Place the screen at the same depth as you will be standing and close enough to your center position that the audience’s eyes won’t have to travel a great distance from you to the screen. Furthermore, should you have to point to something on the screen, you can use your right hand without turning your back to the participants.

Lectern. For the same reasons as outlined for your screen placement, set the lectern, if you must have one, to their left (downstage right) so that you can have the center stage free to move about.

Clutter. Get rid of the clutter that tends to build up in a meeting room, especially at the front where you will be doing most of your speaking. What kind of clutter? Empty water glasses, piles of materials left over from a previous session, furniture that serves no purpose.

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8 Tips on the Proper Use of Visuals

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Posted on 1st December 2011 by Kristin Arnold in presentation skills |Props |U R #1 Visual

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Well used visuals can push a presentation to the next level. Many times I have noticed a presenter making mistakes when using visuals such as talking to the screen, chart, model, or other. If you want to create a relationship with the audience, you have to look at them rather than your beloved visual. Keep the following in mind next time a visual will be part of a presentation you give.

Focus on the Audience. Talk to the participants, not to the visual. Stand so that the visual is stage right. Practice this a few times—not just in your head, but physically practice using the visual. Do a practice run until you feel comfortable using the visual and any associated equipment.

Be Relevant. Any visual you use must be relevant and enhance your message. Otherwise, the audience will spend their time trying to figure out how the visual connects with your message.

Be in Sync. The visual should complement your spoken words and not be redundant. As you speak, the logic of the visual should be revealed to your audience. You should not have to explain its meaning in excruciating detail.

Be Visible. Your audience should be able to see or read the visual within a few seconds—even those sitting in the back row. If not, try something different.

Keep It Simple. The best visuals are simple and easy to understand. If the material is complex, or you want more impact, think about how you can do a gradual build: start with an easy-to-understand visual and work up to the more complex. You can also put more detail in a handout or takeaway.

Avoid Clutter. Remove anything in the line of sight of the participants that does not add value to your presentation.

Customize. For each visual, see if there is a simple way to customize it for your particular audience: the topic, the event, the theme, and the organization—including its logo, tagline, mission, vision, and goals. When you personalize your visuals, it shows you care about the audience and what’s valuable to them.

Fire when Ready. Show your visual only when you’re ready to use it. Introduce the visual and then reveal it—or, for a hint of surprise, reveal the visual and then introduce it. Don’t forget to put it out of sight when you have finished referring to it.

Understanding Your Audience as a Speaker

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Posted on 17th November 2011 by Kristin Arnold in Engaging Mindset |Group Interaction |presentation skills |Set The Tone |Uncategorized |Word Choice

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To be an effective, engaging presenter, you have to let go of your own internal conversations and focus on your audience. This means you have to care sincerely about and want to connect with each person in the audience. They need to know that you are putting their needs first. That means you need to know enough about them so they feel they can trust you and will want to listen to you.

Research. We all despise the speaker who delivers his presentation on autopilot, never changing a word. It is the same presentation for one audience as it is for a completely different audience. To engage an audience, a presenter needs to find out their hopes, fears, and interests. Take the time to understand the people, their backgrounds, and the collective culture—often called the “personality” of the group—so you can connect your comments with what they care about.

Content. The actual message you share should address the issues that your audience cares about, not the ones you think they should care about. This is a subtle distinction with dramatic implications. If you do not address something that helps them make their lives better or improves the life of someone they care about, you are dead on arrival.

Make It Personal. Few things can help you bond and establish a connection with a group better than knowing and using people’s names.

• Obtain a participant list ahead of time and read through the list out loud several times. If possible, learn the correct pronunciation of the difficult names.

• As you  meet a new participant, say her name quietly to yourself a few times and make any associations that will help you recall the name later.

More “We” than “Me.” If you are truly focused on the audience, you will use more inclusive language. Rather than saying “I did this” and “Look at me,” you will inherently talk more about them, using either the words “you” or “we.”

Listen. As you are speaking, shift your focus from how you are doing to how the audience is doing. When you “listen” to the audience, you are much more aware of their verbal and nonverbal reactions during your speech. Are they smiling and nodding their heads? Yes; you are in the zone.

Adjust. As you listen to your audience, you can either continue as planned or adapt your speech. Because you aren’t going to hit the mark all the time, always prepare a plan B to pull out of your back pocket. Audiences are quite forgiving as long as they know you care about them. They want you to succeed. So if one technique doesn’t work, try another until you do connect.

 

Ask Engaging Questions During Your Presentation

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Posted on 5th October 2011 by Kristin Arnold in Engaging Mindset |Group Interaction |Humor |presentation skills |Questions |Speaking Trends |Uncategorized |Word Choice

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presentation skillsOne of the most powerful ways you can connect with your audience and begin a conversation is by asking an engaging question – and then be silent.  Wait for the answer.  If you suffer the silence for one or two seconds, and look like you are expecting a response, someone will answer you!

Many speakers get nervous and answer their own question (otherwise known as a “rhetorical” question), which severely limits interaction.  They might ask a series of rhetorical questions where they don’t get, nor were they expecting a response.  Then, when they poll the audience (a show of hands, please), they wonder why people don’t raise their hands!

Most audiences get confused.  Do you want an answer or not? If you want an answer, pause and listen for the answer.  If you are going to poll the audience, ask the question and model the behavior you are looking for.  For example, “Who here…” and while you are asking the question, raise your hand high in the air.  This sends a clear signal that you are expecting those people who will say “yes” will raise their hand with you.  Moreover, you are the one person in the room who can see all the results, and enquiring minds want to know.  Share the results in the form of a statistic: “That looks like thirty folks, so that’s 10 percent of the group.”  Or, if you want to make it a tad bit funny, be more precise, even though it is obviously a best guesstimate:  “27 folks agree, and that is 13.3 percent of the group.”

A Senior Moment on Stage

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Posted on 26th August 2011 by Kristin Arnold in Engaging Mindset |Group Interaction |Humor |presentation skills |Uncategorized

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I recently attended a national convention when one of the speakers had a “senior moment” – she forgot her lines.  It was only a five minute speech, and so she had carefully crafted her speech, practiced methodically and came out onto the stage with energy and enthusiasm.   She performed her speech, much like she practiced it in the car, in the mirror, or to her friends.  Unfortunately, when you are speaking to a thousand people, it just isn’t the same.

Somewhere in there, she got lost.  It could happen to all of us.  In fact, it probably has.  Maybe not to a room of a thousand, but surely, somewhere in your life, you forgot where you were.

So what are your options?

1)  You can pause, take a deep breath, collect your thoughts and you’ll get back on track.  It might not be where you left off….and you might have left out a word, sentence or even paragraph, but you’ll enter back into the speech where it makes sense to you.  And the audience will be none the wiser.  They don’t know what your speech draft looks like – so they have nothing to compare it to!

2)  You can take a deep breath, and subtly refer to your notes – if you have them close by on the lectern, taped to the floor, or have them in your hand.  This is okay too as most audiences are very forgiving.  They appreciate your effort to speak to them rather than to the paper your speech is written on.  And well, most people are thrilled that they don’t have to be up there giving the speech, so they are really quite supportive (most of the time).

This presenter chose option 2.  Repeatedly.  And got more flustered as she got more lost.  And those of us in the audience felt her pain. There was a collective will to have her succeed.

When option 1 or 2 doesn’t work, then just put your notes down and speak from the heart.  Find a friendly face in the audience and tell them what you meant to say.  You’ll find that a few of those words, sentences, and even paragraphs will find their way back into your speech. In fact, you might even give a more heartfelt presentation than the one you rehearsed!

What do you do when you have a senior moment and forget your lines during an important presentation?

You are the Number One Visual in a Presentation

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Posted on 13th December 2010 by Kristin Arnold in U R #1 Visual |Uncategorized

In the early days of staged performances when there was no electricity, the light on the performer was cast by burning chalky lime in pots at the front of the stage.  When performing downstage close to the pots, you were considered to be in the “limelight.”

While we have electricity these days to power the lights, sound systems, and multimedia projectors, never forget that the audience is coming to hear you.  YOU are the number one visual in any presentation.  While you are in the limelight, your connection to the audience, your energy, and your message are more important than any other visuals you may use.

Trend #2: Greater Audience Expectations

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Posted on 10th October 2010 by Kristin Arnold in Speaking Trends

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Boomer audiences are a fairly compliant crowd.  Even if the presentation isn’t all that great, they will typically sit through most presentations.  Not so with the younger generations!  They won’t tolerate a canned speech that is not relevant to their world.  They will make their feelings known with their two feet  by walking out or their two fingers by twittering in the backchannel.  Add in a dose of Hollywood, and today’s audiences are demanding edutainment of a quality they cannot access via the web on their own.

The result?  Professional speakers have GOT to bring their “A” game in order to thrive in this business.  That means you do your homework with the client, truly understanding their opportunities or troubles.  You can’t just phone in your standard speech, either.  They want to see their fingerprints all over your speech – addressing their issues in their words.

Some call this customizing your speech – which far exceeds putting the client logo on your handouts.  Weave in timely, unique anecdotes, stories, examples, illustrations, urban legends, best practices etc. Let the audience know that they are with a professional who understands their situation and gives them confidence, hope and inspiration for a better future!

BTW, if you do use a slideshow, it should provide relevant visual references that complement the speech and don’t dominate it.  As a professional, your slideshow should ROCK! (see Garr Reynolds’ Presentation Zen, Nancy Duarte’s Slideology and Dave Paradi’s Visual Slide Revolution for what I mean by “rocks”).

Making Your Presentation Even Better

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Posted on 29th September 2010 by Kristin Arnold in Closing Activities |presentation skills

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As president of the National Speakers Association, I have the privilege of presenting at most of our forty chapters in the United States.  I have only gone to eight of the chapters so far, presenting Boring To Bravo at five of them (my other chapter program is on integrating facilitation into the service offerings).  Needless to say, I keep learning from each presentation, and I think they get better each time!

Of course, it is always helpful to audio or video record your presentation to critique yourself later, but sometimes you just don’t have time….So here’s a quick way to make your presentations even better:

On the drive home or later in the day, take a moment to reflect, “What went well?” as well as “What could I have done differently?”  Go ahead and list these items down on a new page in a small binder.  Mine is a 5″ x 9″ spiral bound notebook.  You may even want to talk to a few people you respect and ask them the same two questions.  Write these down as well.  Then draw a big, fat RED line close to the bottom.  Underneath the red line, write the ONE take-away.  For my last presentation, I think I really needed to mix up the medium.  I rely on facilitative questioning too much and need to throw in multiple techniques to continue to engage and stimulate the participates.

Then, when preparing for your next presentation, flip through the book and you’ll see some trends appear before your very eyes!   Pick one thing you want to improve, and in your preparation, determine what you are going to do to make your presentation even better!

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