Data is an important part of business and business presentations. But numbers can make your audience disengage if you don’t present them in an understandable and relatable way.
Here are 3 ways to take the numb out of your numbers in public speaking:
1) Remove data that are not part of your main point. Sometimes an entire spreadsheet is put on a slide when only one data point is really important. If you have to put all the data on the slide, try putting the relevant data in a different color or put a circle around it.
2) Provide context. Explain to your audience why the data you’re presenting matters? How will it impact the business? How will it impact the future? Tell a short story to illustrates the point. Stories give life to data and make the point you are trying to make more memorable. Show some passion for the key points you are making about your data. If you’re not excited about your data, your audience won’t be either. Data combined with a story are a powerful 1-2 punch.
3) Make numbers comparable to something familiar. Show your audience what you’re talking about by comparing your data to something that the audience can easily relate to. Here’s one of my favorite comparisons that really makes the point: “If every dollar equals 1 second, then $1 million is about 11 hours. By comparison, $1 billion would be about 32 years.”
When you take the numb out of the numbers, you’ll have a more impactful business presentation that will turn heads, win hearts, and get results.
As in all public speaking endeavors, it’s crucial when making a business presentation to connect with your audience. That becomes more difficult if you find yourself trapped behind a lectern running PowerPoint slides. A lectern is a piece of furniture that comes between you and your audience and anything that separates you from your audience detracts from your ability to connect with them.
Solution: Get yourself a presentation remote control and a fresh set of batteries. This will allow you to move about the room freely and better interact and connect with your audience.
Before your presentation, test the remote to make sure it will work from the sides and back of the room. Make sure you know what all the buttons do.
What do you do if you don’t have a presentation remote control? Ask a colleague or friend to handle the keyboard and advance slides for you. When doing so, avoid overusing saying “next slide please” and instead cue your helper with a simple head nod or “the look.”
Remember: presentations are always, always, always about connecting with your audience. A presentation remote or a trusted helper will give you a better chance to connect with your audience and deliver a more powerful message.
Before you can conquer your fear of public speaking, it’s important to understand exactly what it is that you’re fearful of. Take our quick survey to help you better understand where you are strong and where you need help.
RECENTLY, I was at an event and the headline speaker gave a remarkable speech. It was fitting for the event, emotionally stirring, beautifully descriptive. He finished, we all clapped. Well done indeed. Then, this same speaker was asked to share an announcement with the crowd. He sounded like a completely different person. Once he no longer had the crutch of reading his exquisitely crafted remarks, he stuttered and stammered. He repeated himself and tried to explain over and again the one point he was tasked to deliver. It was awkward. And this after such a tremendous speech. What happened?
Delivering written remarks is a vastly different skill than impromptu or extemporaneous speaking. Both have their place but they are different. Have you ever been to a concert and watched amazing performers dancing and doing tricks all while singing flawlessly? Well, that’s because they are lip-syncing. Once the song is over and the mic is turned back on so that they can speak to the crowd directly, then you hear him or her huffing and puffing and gasping for breath after the high energy routine. They can dance and do acrobatic moves but that does not lend itself to singing. Same with speaking. While you might deliver your written and rehearsed speech well, what happens when you’re forced to tap into a different skill set?
Delivering written remarks is a skill. There is no doubt about that. You need to be familiar with what you are saying. You need to be concerned with pacing and tone. It’s rehearsed. In some instances, it is completely fitting to read your remarks. Impromptu (delivered without preparation) and extemporaneous (prepared but without a script) speaking require a different set of skills. While many people find it “scary,” it really need not be. Unscripted speaking is what you do every day, all day, when you interact with your friends and colleagues. What you will want to be most mindful of when you are called upon to speak with little or no notice is what point do you want to make?
This might sound overly simplistic. Of course, you will have a point! However, you’d be surprised at how masked your point can become when you are nervous, and you just start saying all kinds of other things to fill time and space. It is better to be succinct and simply stop talking than to ramble in such a way that your point is lost. This is what happened to the speaker I referred to at the beginning. His point got lost in all kinds of other weird and unrelated statements.
So, what do you do and how can you make your point well? Here’s a simple formula used by Phoenix Public Speaking, Toastmasters and others that you can employ in a business setting to make your point. The next time a meeting starts and your boss says, “hey, can you give a quick rundown of where we’re at for your project,” remember the acronym P.R.E.P.
The first P in P.R.E.P. stands for “Point.” Start with your main point.
Then “Relate” (or “Reason”). Why you are the one qualified to make this point.
The E stands for “Example,” give an example (such as a short story) to support your point.
And then “P,” make your point again with a recommendation.
When you put it all together, it might sound something like this:
“We have too many signs in our stores, they are costly, create clutter, and confuse the customer. For those of you who don’t know me, I’m Jane Smith and I lead the Signage Strategy Team. We recently concluded an expansive research project to identify the value of signs within our stores. The result of the study concludes that we could reduce the amount of signage in-store by 30% and expect an increase in customer purchases as a result. How could this be? We allocate up to 30 hours a week of manpower to put up and take down signs if this time was reallocated to customer service, associates could greet customers and be available to answer crucial customer questions regarding delivery and custom color options. In our test store with 30% fewer signs, sales increased 5% due to this increased customer interaction. Additionally, have you ever noticed how overwhelming our stores appear when you walk through the front door? The boldness of our signs diverts attention from our products and overwhelm our customers. With fewer signs and less information to take in, customers buy more. In short, we recommend reducing the overall number of signs in our store by 30% as a way of reducing costs, creating a more favorable aesthetic and increasing overall sales.”
This is a made-up example but you get the point – make your point, support your point, and make your point again. And then, stop talking. Don’t dilute what you have to say by adding information that could create confusion. If people have questions, invite them to ask those. Your job is to make the point.
Now, the next time you are called upon to give remarks with very little notice, what you have to say will be as clear as what you have rehearsed. You will simply be tapping into a slightly different set of skills.
I get approached from time to time by business professionals who are seeking help because they believe their accent is a detriment to their public speaking or business presentations. This usually surprises me because I find accents to be charming and at times even mesmerizing to listen to (my wife’s Filipino accent for instance).
But whether it’s charming, mesmerizing or something else, your accent is a part of who you are and attempting to change it dramatically would be disingenuous to your audience, and indeed, yourself.
That said, the real question becomes this: Can you be clearly understood by your audience? If the answer is “yes,” then embrace your accent! The problem was probably mostly in your head to begin with. Be yourself and speak with confidence.
However, if the answer is “no” and you are not being clearly understood, there are a few tips you can try to improve the way you speak:
If you speak fast, try speaking slower.
Practice pronouncing words that are used frequently in your business. Make sure you are enunciating the words you are having trouble with and stress the correct syllables.
Record yourself reading a script or a book out loud and listen carefully to see what words aren’t being pronounced correctly.
Listen carefully to TV newscasters and radio announcers. They are trained to speak clearly and typically speak without glaring accents.
Try singing karaoke, watch the lyrics scroll across the screen, and note how the syllables are pronounced. A different part of your brain is engaged with music and often great learning can occur. After all, how did you learn your ABCs and why do you remember that ridiculous radio jingle you haven’t heard in decades?
If after trying these “home remedies” for a few weeks and you aren’t seeing any appreciable improvement, you may want to seek the help of a speech pathologist.
But whatever you do, please don’t try to lose your accent! Accents add a little spice to you and your presentation. Make sure you’re being understood and you will be great!
WHAT DO YOU do when you are asked to give a business presentation to a group? Do you calmly say “yes” and then jump up and down internally with excitement? Or perhaps you calmly say “yes” and then your stomach drops and the chills begin. You dread that day on the calendar and chastise yourself for agreeing to speak in the first place. Or perhaps you are in between those two extremes. You feel OK about presenting but you feel like you don’t have time to put something together that is good. You resolve to just “wing it.” After all, who knows your business or your role in the company better than you do? Well, likely no one.
However, unless you are a fabulously skilled presenter who can organize your thoughts on the fly, you should give time and attention to put together your remarks. Speaking in front of an audience is a privilege. Connecting face-to-face is powerful and when all eyes are on you, you want to be ready. You want to ensure that those who come to hear you speak feel like the time or money they spent was well worth it.
There are many things to consider as you prepare for a presentation. For purposes of this article, we’re going to focus on one – the audience. As you sit down to think through your presentation, you should first consider who your audience is. What do you know about them? What are their needs? What might they fear? What victories of theirs can you reinforce? What do they already know about the subject matter? What is it the audience needs to know the most.
Just thinking through these questions will give you all kinds of intelligence you can incorporate in your remarks. Think back to a time when you heard a powerful speaker whom really connected with you. You probably felt as though they were speaking right to you. What made it seem this way? Most likely, that speaker did their due diligence. They understood who would be in the audience and they crafted their remarks accordingly. It is not a coincidence that the speaker connected with you. Nope. It is because they did their homework and understood who you were. You can do the same.
Craft your remarks with your audience in mind. It sounds so simple and yet it means so much. What if you don’t know who’s going to be in your audience? Put on your detective hat and find out. Who invited you to speak? Ask them about the audience. Does this group meet regularly? If so, try and visit a meeting prior to the one when you are the featured speaker. How about a survey? Can you send something in advance with a few relevant questions? Let your contact know that you want to customize your remarks and ask if they would be willing to send out a short survey on your behalf. Incorporate your learnings into your presentation. Is there any information online about the group? What can you learn from their online presence?
Connecting with Your Audience
As you learn more about your audience, your confidence will grow. What was unknown and perhaps scary becomes more known and comfortable. Instead of “winging it” and maybe connecting with a few people in a haphazard way, draft your content in terms of your audience and increase your chance of connection. Your audience will know that you care about them when they hear content that is meaningful to them, shared in a relatable way.
When it comes to making a presentation, don’t “wing it.” Instead, “nail it!”
Your industry has asked you to present on your field of expertise. But the thought of presenting makes your palms sweat.
Calm your nerves. Follow these seven tips and you’ll likely get applause from your audience, not rotten tomatoes.
Remind yourself nobody’s going to throw rotten tomatoes at you – Your audience is rooting for you. Still, establishing rapport up front helps. Ask about someone’s lapel pin or laptop case. Don’t glad-hand everyone – that comes across needy. Be friendly but be authentic.
Don’t let a slip break your stride – Correct your malapropism (or excuse your cough) and keep on presenting. People care more about how a presenter reacts to a snafu than the fact they made one. Just smile, say “oops,” and offer your next key point. Your audience will be impressed you withstood a faux pas far better than they would have.
Move around. But don’t make people seasick – When you start, anchor in a location and remain there for several minutes. Once you’re into your presentation, however, feel free to gently roam. Audiences like to know their presenter isn’t some remote-controlled robot. But you’re not a thoroughbred vying for the Triple Crown, either. Glide. Stop. Present for a while. Glide again.
Dialogue more, monologue less – Engagement is the goal. People learn more through conversation (and are less likely to doze off). Pitch questions: ‘Who has encountered this challenge and how did YOU solve it?’ Even let your audience answer one another’s questions. But control the room. This is YOUR presentation, not The Jerry Springer Show.
One point per slide – I’m stunned some presenters still put six bullet points on one slide. Like there’s a dearth of PowerPoint slides out there and we need to conserve them. Deliver your points one at a time, visually as well as orally. You’ll more easily recall what you have to say and your audience will more easily recall what you said.
Expect pushback. Know how to manage it – Challenging authority has replaced baseball as our national pastime. Expect someone to dispute some point you’re making. Here’s where “getting along” must transcend “proving you’re right.” Ask challengers how they derived their view (you may find some truth in their perspective, allowing you to then show how nuanced your topic is). If their view’s incorrect, or outdated, don’t say that. Focus on what the evidence reveals (“We used to think the world was flat, but explorers have disproven that by sailing around the world.”) That moves the dispute from one of opinions to facts.
Conclude by asking for questions. And, for enlightenment – In wrapping up, I ask what surprised the group most about what they heard. What they learned that they hadn’t expected to. What they’ll do differently as a result of my talk or continue to do with greater passion. Their answers should convince your hosts that you got your points across well. And, that they should invite you back to present on another topic.
ABOUT OUR GUEST BLOGGER
Jeff Herrington has conducted hundreds of writing workshops in the U. S., Canada, Australia, the U.K., and Germany. Companies that have been brought Jeff’s workshops on-site include JPMorgan Chase, American Century Investments, Arizona Public Service, IBM, and the Federal Reserve Bank of Philadelphia. Jeff also has provided consulting expertise for such companies as Coca-Cola France, Whirlpool, John Deere and Wausau Insurance.
Public speaking is absolutely a learned skill. Using time-tested techniques, you can overcome fears and learn how to be an effective speaker. In this short video, public speaking coach Michele Trent outlines what you can expect in our “Presentation Basics” coaching package.
For more information about all of our 1-on-1 personal coaching packages, see our coaching page.
By Paul Barton Phoenix Public Speaking Founder and Owner
IMAGINE you are going to build a house with the finest building materials available, but without a foundation or a frame. What you’d have is a mess. That’s what a speech or business presentation with great content but no structure is like. Structure helps your business presentation to be digestible. It keeps you on point and helps keep you on time.
In a previous blog, public speaking coach Michele Trent wrote about the need to have an introduction, a body and a conclusion to every speech or presentation, and she explained the format in the easy-to-understand terms “tell ‘em what you’re going to tell them, tell ‘em, and tell ‘em what you just told ‘em.”
Intro, body, and conclusion are the fundamental parts of a presentation.
Here’s a different way of thinking about the structure of a presentation that may help you organize your thoughts and frame your points – what, so what, now what.
Here’s how it breaks down:
What (Introduction) – What is your presentation about.
So What (Body) – Why does it matter to the audience.
Now What (Conclusion) – What are you asking the audience to do (the call to action).
Sequence is Key
One key to this organizational format is that it must go in the proper sequence. Have you ever been asked to sign a petition in a parking lot of a grocery store? I never sign them. Why? In part because the petitioner is skipping the “What” and “So What” stages and going directly to the “Now What” stage. I don’t know what they are talking about or why it matters to me, so I can’t commit to taking action.
Don’t assume your audience knows what you’re talking about. Establish a good foundation. Build facts and examples upon that foundation to clearly outline why the issue is important. Then clearly explain what action you want your audience to take.
With a solid structure, you can build a strong case for the change or action you are seeking. Next time you’re preparing a presentation, think about your structure. When you apply a solid structure, you’ll have a great presentation.
You probably remember giving class presentations or speeches in middle school or high school. If it was anything like my experience, you weren’t given a tremendous amount of guidance. You were given a general idea of what your topic was to be about, you were told how long to speak, whether you could use visual aids, and not to talk too fast.
As for the structure of your remarks, it was pretty much – tell ‘em what you’re going to tell ‘em, tell ‘em, and then tell ‘em what you told ‘em. Albeit simple, this is still sound advice. When it gets right down to it, your presentation will have an open, a body, and a conclusion. Of course, there’s quite a bit you can do within each section but, at its core, this is the basic structure.
One simple way to elevate your next presentation is to give extra thought to the opening and closing. Many times, presenters just want to get to the guts of the presentation and forget to set it up for the audience and let them know what they are going to hear. Likewise, at the end, it is tempting to go right to the questions and then neglect the close. If you sum up the points you have made, you will drastically increase the likelihood that your audience will remember what you’ve just said.
One reason you may sway from this tried and true formula is that it might seem redundant to you. If you mention your main points three times and then unpack the points during the body of the presentation, isn’t that overkill? Nope. You are familiar with your message. Your audience is not. While they may have varying degrees of knowledge (your manager may have heard the points from you already), they are not immersed in the details the way you are. Plus, we live in a fast-paced, content-overloaded, culture. People are getting message flung at them from all sides. When you have their attention, walk them through your material in such a way that it is impossible to be misunderstood. It is better to have one person say “sheesh, I’ve got it already” than five people walk out scratching their heads wondering what the heck that was all about.
As part of your opening, clearly lay out what you are going to present. Then, present it clearly with illustrations, examples, data, and application. Finally, sum it all up, so that everyone knows the key takeaways. If we all applied this simple structure that was given to us in grammar school, we would find that many of our meetings would be more productive simply because we would be walking out with the same set of important learnings.
Do you have a business presentation on the horizon? Think through your remarks. Are you planning to tell ‘em what you’re going to tell ‘em, tell ‘em, and then tell ‘em what you’ve told ‘em? If not, you may be missing a simple and direct method for clearly communicating what it is you have to say.