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Presentations and Communications 101 for Information Professionals

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Title: Presentations and Communications 101 for Information Professionals


1
Presentations and Communications 101 for
Information Professionals 
  • By Jennifer R. Pitarresi, Esq.
  • Presented June 6, 2004
  • SLA-LMD Program
  • Nashville, TN
  • Proprietary Materials - Do not reprint without
    permission of JP Consulting

2
Road Map
  • Overview
  • Presentation w/ mini-break
  • Questions
  • Break
  • Prepare Exercises
  • Perform Exercises

3
Overview
  • General Rules for Presentations
  • Dealing with Nerves
  • Preparing Your Presentation
  • Dealing with PowerPoint
  • Performing Your Presentation
  • Dealing with People
  • Dealing with Questions
  • Post-Presentation

4
GENERAL RULES
5
The Three Tenets of Presentations
  • Preparation, Preparation, Preparation - if you
    know your material, you will be confident 
  • Know your target audience -- their interests,
    their communication preference, how they like to
    be addressed (firm vs. company)
  • Give your audience a road map -- what you will
    cover, order and length of topics, when to expect
    a break, and the WIFM (Whats In It for Me?)

6
DONT
  • Dont picture anyone in their underwear reserve
    that for Calvin Klein models

7
Tip
  • If you find nerves getting the better of you
    take a few deep breaths and begin speaking or
    start by engaging the audience Ex. Show of
    hands, how many people have attended a
    presentation like this before?
  • Fight or flight syndrome and its adrenaline rush
    will dissipate as you get into speaking and
    breathing normally.

8
DONT
  •  Dont try gimmicks outside your comfort zone
    this will only make you less real, appear
    nervous, more focused on getting the gimmick
    right

9
DONT
  • Dont use lingo, slang, and/or acronyms without
    giving an explanation

10
DO
  • Observe time limits humans can only pay
    attention in short spans.
  • Let people know how much time they will need to
    pay attention, and break up the time with topic
    and subtopic switches or audience interaction -
    that create gaps, allowing the mind to switch and
    refresh.  

11
DO
  • Pack your sense of humor technology glitches
    and other problems occur if you handle it with
    humor, your audience will still remember the
    presentation and not the problems. 

12
To Move or Not to Move
  • Walk or Plant
  • Moving among the audience can promote interactive
    exchange, informality
  • Do not do so if you are uncomfortable,
    uncoordinated, the room is not conducive or the
    presentation format does not allow (formal, panel
    discussion, etc.)

13
Goal
  • Do not become a duck in a shooting range --
  • nor a lamp post 

14
and Other Such Questions
  • Sit or Stand
  • Podium or Table
  • Notes/Scripts or Freestyle
  • Pointers, Lasers
  • Table Microphone, Lavalier or None

15
PREPARING
16
What Is Your Presentations Special Purpose?
  • Informative -- conveying facts/news/ideas to an
    affected group
  • Educational teaching new information or
    reviewing a topic to an interested group
  • Persuasive presenting a position or argument
    intending a particular result/decision 

17
Dress for the Team That Shows Up
  • Consider the type of presentation and audience
    when choosing your outfit appearance inspires
    confidence for you and the audience members
  • Typical boardroom presentation be trial ready
    with a suit or more formal dress
  • Be careful of large or noisy jewelry, flashy
    nails anything that will distract attention
    from your presentation and its substance

18
A Word About Language
  • Be cognizant of the language you use and match it
    to the purpose of your presentation.
  • Be aware of the feminine voice avoid use of
    words like I feel rather than we have found,
    the facts show, indications are especially
    in a budget, ROI or boardroom presentation.
  • Be diligent about spellchecking and proofreading
    print out and edit your slides and any hardcopy
    handouts.

19
Using PowerPoint or Other Presentation Media
  • Follow the paragraph rule -- 1 major idea or
    theme per screen
  • 3 to 4 items per screen and shorter sentences or
    phrases
  • Keep it simple dont get too fancy with
    backgrounds and animation that detract from the
    presentation. Make an effort to match the format
    to the topic. Keep the same font throughout.
  • No eye charts dont use graphs or tables in
    small fonts, crowded with too much information.
    Never put up screens you have to apologize for
    the confessional speech.

20
Tips 
  • Use PPT screens effectively ---
  • pick an important point to illustrate with a set
    of numbers of a graph
  • make it clear, colorful, put words in boxes or
    borders
  • EXPLAIN how the graph is to be read before
    launching into all of the information contained
    therein (cover the four corners how to read
    the chart.)
  • If you have voluminous or complex information to
    convey, use a hard-copy appendix and refer to
    documents with more details (for later review).
    Give the page reference so the audience can note
    it.

21
Points about graphs and charts
  • Great for
  • showing changes,fluctuations, or measurements
    over time
  • to give a visual depiction of percentages,
    volumes, and other numbers
  • to track performance or other metrics for a
    number of departments or people.
  • Not especially good for
  • detailed, complex information
  • narratives

22

23
PRESENTING/PERFORMING
24
Care and Feeding of Your Audience
  • Keep a notepad for questions or ask someone to
    track questions and concerns for follow-up.
  • Decide whether you will pass out hardcopy of the
    presentation prior to starting.
  • Let the audience know if the presentation will be
    available electronically or otherwise afterward.

25
How To Deal with People
  • Dealing With The Know It All  Tell us about
    thathow does it impact our discussion here? How
    does it relate to what were talking about
    today? or Excellent point. Thank you for
    that.
  • Dealing With The Talker  Kindergarten rules
    Move closer to the talker as you continue your
    presentation. Put your hand on the table near
    the talker or on their shoulder. If the talking
    persists, ask if the person has a question you
    could address or something to add to the
    discussion.
  • Dealing With The Too Busy Attendee
  • Use similar tactics as with the talker or ask
    the person if they may need to check their e-mail
    or answer that call. If so, the group can take a
    break or they are free to go outside.

26
Tip
  • Be careful.if the person is your boss.
  • Is this a bad time? I know you feel the
    material is important. Should we reschedule?
  • Or should I continue for the group and we can
    schedule a one-on-one later? 

27
How to Deal with Questions
  • Dealing With a Question That Is Answered Later in
    Your Presentation
  • Great question I cover that later in the
    presentation. Can we see if your concern is
    answered then? Or Can it wait?
  • Alternative Ill be covering that more fully
    when we get to section 3, but the short answer is
    no, its not the same and you should see why when
    we get there. If its still unclear after that,
    please let me know.
  • Dealing With a Question That Would Eat Up Time to
    Answer
  • Excellent question the answer is a bit more
    complex than we have time for here today. Could
    you come up and see me after the presentation to
    discuss?
  • Dealing With Not Knowing the Answer
  • Thats a great question. Its outside the scope
    of what Im prepared to discuss here today, but
    Id be happy to look into it and get you the
    answer.

28
End on a high note
  • Recap your key points at the end of your
    presentation
  • Ask if there are questions that have not been
    covered by the presentation
  • Schedule follow-up --- either a session or
    hardcopy or electronic to answer more complex
    questions and provide additional information.
  • If your speech was intended to be persuasive, ask
    for a time when you might hear a result. If
    educational, ask what folks learned. If
    informational, ask if this was helpful material.
  • Thank your audience for their time, attention and
    input!

29
POST-PRESENTATION
30
  Recap
  • The Three Tenets
  • Preparation
  • Target audience
  • Road map and WIFM
  • General Rules
  • Dont picture anyone in their underwear
  • Do take deep breaths before beginning to speak
  • Dont try uncomfortable gimmicks
  • Dont use or limit lingo, slang, or acronyms
  • Do observe time limits
  • Do allow breaks, interaction, and topic switches
  • Do pack your sense of humor
  • Decide logistics based on your comfort level
  • Preparation
  • One idea/theme and 3 - 4 items per slide
    maximum
  • New idea, new slide paragraph rule
  • No eye charts use graphs or charts for
    salient points

31
Recap
  • Performing
  • Consider your dress, voice, language and match it
    to target audience
  • Dealing with People
  • Dealing with Questions
  • Post-Presentation
  • Recap
  • Ask for questions
  • Offer follow-up
  • Indicate where materials can be obtained
  • Set a date for discussion of result or additional
    sessions
  • Thank your audience

32
QUESTIONS
33
Exercises
  • Persuasive give a 5 min. speech intended to
    persuade the audience to agree with a position
    youve taken
  • Ex. Anti-death penalty need a budget increase
  • Educational give a 5 min. speech teaching the
    audience about a subject
  • All about egrets, quilting 101
  • Informational give a 5 min. speech intended to
    communicate info.
  • How we performed 1st Quarter, strategy for 2005
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