The Art and Psychology of Effective Presentations

Effective Presentations

“Effective” – having the power to produce an effect or effects;

“Presentations or communications” – that which is presented – could be a reading of a poem, a video clip on television, a recipe, a PowerPoint, a written document, a speech.

Goal for this session:

To provide six (6) key ideas for effectively communicating information – whether in written, oral or visual (in other words an Executive Summary, a verbal presentation to a Board, or a PowerPoint presentation for class or a conference.)

6 key concepts

KISThe Power of 3 (or the hamburger method of presentation)Synchronicity and left/right brainHumor/Wit TimingUrgent Does Not Equal Important

KIS

Keep it Simple

“Stay on target”

KIS

In writing, keep it to one page – front and back if you have to. Never give a big document to anyone without a summary or abstract. It could be wonderful, but no one will read it.

KIS

Oral presentations and meetings should last no more than an hour.The average attention span of children is 5 minutes; teens is 25 minutes; adults 50 minutes.And this may be decreasing with new technology that encourages sound bytes, 15 second commercials, text messaging etc.

KIS PowerPoint

Less is better.

Not too many colors (in power point) .

Not too much animation.

Don’t distract from the main point.

Don’t introduce anything that can distract the audience from your message – if they can get distracted, they will get distracted.

Primacy and Recency

Therefore, put the most important things in a list either FIRST or LAST.

This goes for written, oral or PowerPoint.

Start or finish a meeting with the important things.

Say it 3(three) times

Tell them what you are going to tell them.

Tell them.

Tell them what you just told them.

Beef-burger method of communication

Writing and speaking is like a Beef-burger.Introductory bottom bun prepares the audience for what comes next.The main points – the meat of the Beef-burger are placed on top one at a time.The conclusion or summary top bun finishes off the Beef-burger.

Beef-burger Method

This applies to dissertations, Executive Summaries, newspaper articles, Power-Points, class lectures and meetings.

All good meetings have an agenda, cover a select few points, and the minutes are written up.

The power of 3(three)

Don’t repeat yourself.

An introduction sets the stage and focuses the audience.

The main points provide more detail.

The conclusion or summary needs to put the details in perspective.

Synchronicity

Be consistent in your message.

Don’t introduce loose ends.

Multi Medium

Go after all the senses – visual graph, oral presentation and written words.

Let your audience hear the choir, feel the brick of the new sidewalk, taste the soggy French Fries, smell the locker room.

Left versus Right Brain

Left brain deals with words.

Right brain deals with art, music, colors, pictures etc.

“A picture is worth a thousand words.”

1 picture = 1000 words

Left and Right

People are more likely to remember and react to information that is presented to both halves of the brain.

Words (left) and pictures/graphs (right) together are more effective than either separately.

Humor

Avoid it, if the presentation is just in writing, because as everyone knows…”timing is everything”. What could be funny out loud, can be misread by a reader.

However, every good speech or oral presentation starts with humor or a story….

Humor

Humor is a right brain kind of thing. It jump starts that part of the brain.

The very best speakers have not only a really good message, but are also entertaining…

Learning and life does not have to be boring.

Timing – Know Your AudienceTiming requires perspective – knowing your audience and what is happening.

Don’t make a call for a new program in Tiddlywinks, when department budgets have been cut.

Friday 4pm is not a good time for anything, except cleaning the desk.

Be first or last on the agenda (primacy and recency).

Timing and Importance

Good Idea

Bad Timing

Good Idea

Good Timing

Bad Idea

Bad Timing

Bad Idea

Good Timing

Timing

Consider not only calendar year, but day of the month, day of the week, and time of day.

This is true for meetings, oral presentations, emails, and memos.

Urgent vs Important

This requires perspective.

Important issues, even ones with bad timing, will re-emerge.

Pareto’s Principle of 80 to 20 is true. Of 100 items, 20 will be important. Don’t write 100 emails about the 100 items.

6 key concepts

KISThe Power of 3 (or the hamburger method of presentationSynchronicity and left/right brainHumor TimingUrgent Does Not Equal Important

Thanks

questions?