NEVER Assume When It Comes to Your Presentation

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Posted on 25th February 2012 by Kristin Arnold in Group Interaction |Interview |Questions |Set The Tone |U R #1 Visual

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Last night, I attended the Phoenix Business Journal Women in Business Awards Program.  450 men and women gathered to celebrate the success of 25 women who are leading the way in the Phoenix area.  Held at the historic Biltmore Hotel, I was thrilled to meet so many influential women.

Why?  After 20 years of facilitating high level meetings, I still don’t see a huge influx of women in the boardroom.  I won’t go into why (I’ll share that for another post!), but I will share that I was proud to see our community embracing these women.  As the publisher announced the name and read a short bio, the award recipient reached into a bowl and drew out a question to be answered – and then answered it!  Most of the comments were genuine, heartfelt and superb advice for anyone (man or woman) who aspires to be a leader.  One woman actually said, “World Peace” in a nod to the Miss America Pageant!  All in all, it was a truly enjoyable evening and I will plan on attending next year.

Although…..I hate to admit it.  I was disappointed at the same time.  Each of these lovely women were in the front row and were not called up onto the main stage to answer the question.  I understand why, as one woman quipped, “Glad I didn’t have to wear a bathing suit for this!”.  However, the award recipients were standing in the dark, with a small halo of light shining from behind them from the main stage – where they should have been.

Even the keynoter, Renie Cavallari, had to artfully dance from the right to the left of the mainstage during her presentation.  Why?  Because the multimedia projector (which was on a center table) was ON the entire time!  If Renie spent any time center stage, she was illuminated with the bright red scrolling, the name of the event, and the event sponsor logos.  When I chatted with Renie later (she is also a member of NSA), she had “assumed” the audio/visual (A/V) people would have blanked the screen.

It really was no big deal.  Renie is a pro and she didn’t let this little snafu bug her one bit. Lesson learned for me is to NEVER assume.  Think through not only the content and delivery of your speech, but the little things that impact the ability of your audience to see you and hear your speech.

One of the ways I try to remember these kinds of things is to have a pre-event packing checklist.  Fellow blogger and author of Confessions of a Public Speaker, Scott Berkun has an even better one here.  Use these checklists as a guide; better yet, develop your own!

What kind of things do you have on your checklist? 

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.

 

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.