Presentation Phobia (2): From Power Point Poison to Standing Ovation

In a previous article I presented the concept of the Three Ps of Presentations: Plan, Prepare, and Practice. In the planning stage, you must establish the circumstances around your presentation, determine your audience’s needs and interest, and organize your information. In this article, I’ll discuss how to prepare your content.

Peter and Cheryl Reimold, in their book The Short Road to Great Presentations, (IEEE Press and Wiley-Interscience, 2003), introduce a formula for structuring a presentation. They call it the Universal Presentation Structure which is especially helpful for technical professionals who relate well to formulas.

This is often called the TELL-TELL-TELL method.

Capture Audience Attention

In your first TELL, the Introduction, you must accomplish four goals:

The Reimolds define this as your RAMP and allow you only 1 to 2 minutes. This is when you have your audience’s full attention. Don’t waste the opportunity by reciting dull information such as your name, the title of your presentation, or your purpose. You can let an opening slide provide that information.

Building Rapport is as easy as smiling, connecting with your audience by telling them you are excited to be with them, or greeting them at the door when they come in. This warms them up to you and encourages them to listen to you.

Use an Attention Getter that relates to your main message. A joke, an apology, or a thank-you is dull and you risk offending someone. Instead, try a statistic, a photo, or a word of caution. You need to find something that relates to your main message and grabs the audience’s attention.

Make sure your Main Message is direct. This isn’t a time to be wishy-washy. If you have a plan that can reduce costs by 40%, then say that. If your proposal shows you can alleviate the stormwater issues in a new commercial area, then state that right up front. Your audience will appreciate this and pay more attention to your presentation now that they know what your purpose is and what the topic has to do with them.

End your Introduction with a Plan. This is your road map for your presentation. It shows your audience that you are organized and what they can expect next. It also reminds you of your own structure and helps you stay on track. We encourage you to add a slide into your presentation showing your plan (or write it on a chart or board) and also to speak it.

Using the RAMP in the Introduction is the best way to establish yourself as a confident, interesting speaker.

Select Key Points

In your second TELL, the Body, you identify three to five key points to address. These evolve from the list of questions your audience may have. Although you may have identified 15-20 questions, you’ll see a pattern form and be able to group several questions under one key point. For example, How much will this cost?, Is this expensive?, and What is our budget for the project? all can be addressed under the key point Cost Factors.

Use the Pyramid Method to structure each key point. State your key point and follow it with supporting information. Remember that to be convincing you need to provide facts and evidence.

You vary the number of key points you present based on the amount of time you have to speak. If it is just a short 10 minute presentation, stick to only three points. If you have more time you stretch it to five points. Don’t be tempted to add more than five points if you are given a longer amount of time. Rather than overloading your listeners with too many points, you can go into greater detail and depth for the five selected points.

Wrap it up With a Conclusion

The third TELL is your Conclusion. This is your chance to summarize what you just told your audience. In The Short Road to Great Presentations the Reimolds suggest you say the words “To summarize” or “In conclusion” to peak audience attention. Your listeners may have dozed off in the middle of your presentation and this is your clue that you are almost finished. In just one minute, you briefly restate your main message and key points. Don’t add in any more details and never go over the minute.

In my next article, I’ll continue with the Prepare stage and discuss how to prepare speaking notes, Power Point slides, and handouts. In the meantime, take a look at this realistic and humorous perspective on presentations: http://www.spectrum.ieee.org/apr08/comedy

Email me at LisaM@rgilearning.com if you have questions or comments.

Lisa Moretto is a Sr. Consultant with RGI Learning. For 17 years she has helped engineers improve their oral and written communication skills. Further explore our website (www.rgilearning.com) or call (585) 461-3617 to learn about RGI’s courses.

© 2008 RGI Learning

back