August 2007

A good presentation requires two important qualities of the speaker: self-confidence and enthusiasm. Self-confidence usually comes with thorough preparation plus experience in giving talks. Therefore, leaders should look for opportunities to speak so that self-confidence can develop and improve. Enthusiasm comes from being convinced that the material will be of benefit to the audience. It is more than seriousness. It also includes a conviction that what is presented is true and right for the audience. In other words, the subject content must fit the audience’s interests or needs. Enthusiasm may also include an inner quality that is difficult to develop.
           
Some other characteristics of effective presentations are:

• Eye contact with the audience. (This usually means that the speaker reads as little as possible.)
  
  
• Effective use of the pause to let a point sink in or to wait for audience reaction.
  
  
• Effective use of anecdotes or examples that are real to the audience.  (This is an important part of preparation. It is also important that the presentation be well made. For example, a story should be told and not read.)
  
  
• Variety in the tone, inflection, pitch, and volume of the voice. (Nothing turns an audience away like a monotone voice.)
  
  
• Wise use of humor. (Some people can tell stories effectively. They should do it. Others can’t tell them well and should avoid them. Needless to say, the story should be appropriate for the audience without offending anyone. There is no excuse at any time for telling a dirty story or one that offends people.)
  
  
• Avoidance of distracting mannerisms. (This is a most difficult characteristic to define. Some speakers can walk around and throw up their hands wildly without distracting an audience. In fact, it helps them maintain interest and attention and increases understanding. Other speakers can walk a few feet from the lectern and then walk back and the audience is distracted. The gestures of some speakers are natural, and the same gestures by other presenters seem unnatural and are distractions.)
  
  
• The right choice of words. (Speak the language of the audience.)
  
  
• Short sentences. (Don’t use long, involved sentences.)
  
  
• Visuals used as notes. (If you use such visuals as overhead transparencies, handouts, and Microsoft PowerPoint presentations, let these be your notes. Don’t try to follow your written notes and use these kinds of visuals at the same time.)
  
  
• Capitalization on strengths and avoidance of weaknesses. (This summarizes many of the previous characteristics and simply means, “Be yourself.” It’s OK to observe effective speakers and see what makes them effective. It’s also a good idea to use some of their approaches and methods. But don’t try to copy their personalities. Develop a style of your own.)

Audiovisual aids

Some speakers are very effective in maintaining interest and creating understanding without the use of aids. A combination of enthusiasm, humor, examples, and unusual speaking ability is usually present.

Most presenters can be more effective by using aids to supplement their oral presentations. Visual aids add the sense of sight to that of hearing and usually assist in creating and maintaining interest as well as helping the audience understand. This assumes, of course, that the aids are well chosen or well prepared and effectively used. The presenter should know the types of aids that are helpful and the best way to use them. The most frequently used aids are flipcharts, overhead transparencies, Microsoft PowerPoint presentations, and handouts.

Effective aid characteristics

The leader should remember that an aid is just that, something to help make the presentation effective. It should meet the following criteria:

• Pertinent to the subject being presented.
• Easy to read or hear by everyone in the audience.
• Simple enough to be understood without a lot of detailed explanation.

Some other characteristics that are not absolutely necessary but might help maintain interest and create understanding are:

• Attractive (perhaps colorful).
• Creative.
• Humorous (and still pertinent).
• Varied (using different types to add variety and interest).

Effective aid uses

The aid should be used to help the leader make the presentation effective. Therefore, the right aid should be selected or prepared for the right spot in the presentation. The leader should consider, “Where will an aid help me communicate and/or get attention?”

In using the aid, planning and preparation should ensure that the equipment is set up and works properly. Also, whoever is using the aid must be prepared and qualified—in other words, know how to use it and correct any problems that might occur. For example, Microsoft PowerPoint has many possibilities for problems. If you use it, practice ahead of time and be sure that any handouts that go with it are synchronized with your presentation.

After the aid has been used, the leader should do whatever is most appropriate.  Possible actions are:

• Dispose of the visual aid because it has served its purpose and might prove to be a distraction.
• Leave the visual aid in front of the audience so that the leader can refer to it in making other points or in summarizing.

An effective presentation requires adequate preparation. The amount of time it takes to prepare varies widely and depends on such factors as the amount of material that must be found or learned, the length of the presentation, previous speaking experience, type and number of audiovisual aids to be used, and previous knowledge of the audience.

An effective presentation also requires skill in the presentation itself. This skill can be learned and developed. Some leaders are blessed with certain personality characteristics that make them especially effective. Some of these qualities can’t be learned. Therefore, some presenters can never reach the level of effectiveness that others reach. Courses in effective speaking can help because they provide opportunities for practice and constructive critique. The reading of appropriate books can also help because they provide practical suggestions.

Finally, the use of audiovisual aids can help to create and maintain the interest of the audience. These aids can also serve as a catalyst to persuade the participants to act. And the very process of seeing as well as hearing will help them remember. Use as much audiovisual equipment as practical. Check and recheck all equipment after it is set up in the meeting room. Nothing kills a meeting like a public address system or a projector that won’t work. Rehearse presentations with the equipment operator, especially when using Microsoft PowerPoint.

Donald L. Kirkpatrick
From Chapter 7 of How to Conduct Productive Meetings,
published in 2006 by American Society for Training & Development