Refuse to be Boring

Off to see the Wizards

Early in 2007 I became a “student” in the art of the presentation design. I had come to the realization, after one of my own presentations, that I was boring myself - never mind the audience!  Since then, I have taken a number of presentation courses, and done a lot of reading and observing, but taking a course from Duarte Design has been on my wish list since I read slide:ology.  I finally had a chance to do so earlier this month.    

Duarte Design, and one of the founders Nancy Duarte, shot to fame in 2007 when the world discovered they were the designers behind the presentation featured in Al Gore’s academy award winning documentary An Inconvenient Truth.  Many people consider the folks at Duarte to be the world leaders in presentation design and Nancy Duarte a “guru” in the art of the presentation. 

I must admit that I was nervous about taking a course at Duarte Design.  This would be the true test of how well I understood (or didn’t understand) the key concepts that I had been studying and using.  I felt like I was in high school, going into a major exam.  So with some self-doubt and apprehension I walked through their doors.

The people at Duarte Design were very gracious, right from the beginning.  They kept apologizing for their new “digs”; they have recently moved into a much larger building and as often happens, the renovations we not completed.  As I walked in I could see a large group of people busily working on presentations for various clients.  I hadn’t realized how big an organization it was; this confirmed my sense of just how important presentations are to organizations.

The people at the Duarte Academy, which is what their training group is called, were great in all aspects of the learning experience.  The course I took was called Resonate and is based on Nancy Duarte’s book of the same name.  The course walks you through, step by step, the creation of a presentation from the storytelling perspective; this is certainly not the “traditional” style most people use.  They taught us how to use the presentation design tools that were developed at Duarte Design, and we learned a framework for presentations. This requires that an outline of your presentation be laid out via yellow sticky notes. This enables you to put together the presentation as an engaging, impactful, story; it also allows you to see any “holes” you may have in your design.

As for my self-doubt - it quickly disappeared.  I realized that I was very much a kindred spirit with their philosophy and that yes, I was on the right track.  I took many things away from this course, but the technique of using more contrast in presentations stood out.  This means not only having more moments of contrast, but placing them strategically throughout to keep the audience engaged.  This is in keeping with Nancy Duarte’s presentation form, the shape she discovered that graphically represents presentations.  

All in all it was a great experience and what I learned will change how I design my presentations from now on. I highly recommend the courses at Duarte Design for presenters of any skill level. They will help you to Refuse to be Boring.  

Joe Pops

How to make your next presentation more persuasive.

You may be able to convince someone that you have the best idea, product, or service, but can you persuade them to take action on your proposal?  Quotations are one type of persuasive tool that can help move people to take action. But is there really a difference between being convincing and being persuasive? According to Seth Godin, marketing and business thought leader, “Persuasion appeals to the emotions and to fear and to the imagination. Convincing requires a spreadsheet or some other rational device.”

I have found the best presentations have the right mix of convincing and persuasive elements. That mix depends on your topic and, of course, your audience. There are 4 tools you can use to enhance the persuasive aspect of your presentations, these include quotations, examples, stories and images.

The right quotations can be powerfully persuasive tools because they allow you to inject more emotion into your presentation, and it is through emotion that we connect as human beings. As Helen Keller said “The best and most beautiful things in the world cannot be seen or even touched - they must be felt with the heart.”

Quotations are also a powerful persuasive tool because they add external validation to your idea/proposal and enhance your credibility; you are adding confirmation from an external expert or leader. It may be better to find quotations from people your audience knows and respects, but this is not always necessary. For example, I didn’t know who Joseph Roux (above) was, but his quotation resonated with me.   

You can present your quotations in different ways, ie some words on a slide or through the spoken word. I usually read the quote to the audience, this way I can add emotion in how I say the words. For a quotation to be memorable it is helpful to keep it as short as possible.

Good quotations can be found in many places - podcasts, white papers, books, and conversations but interestingly I find quotation websites less helpful.  This quotation by Seth Godin came from one of his TED presentations “We are living in a century of idea diffusion: people who can spread ideas…win.”

A great presentation moves your idea or project or sale forward. Use quotations strategically to be more persuasive. 

They can help you win.

Joe Pops

Refuse to be boring

 

                                                                                                                         

 

"_______, we have a problem.”

Should the name of your organization fill in the blank? On April 14^th, 1970 during the Apollo 13 mission, astronaut Jack Swigert uttered the famous words "Houston, we've had a problem”.  In the movie Apollo 13 (1995) it was changed to “Houston we have a problem”.  Either way you word it, I think that many organizations may have a presentation problem.   

This was highlighted to me earlier this summer.  I had the opportunity to give a presentation skills workshop to a group of corporate communications professionals.   Before the session I sent out a pre-workshop questionnaire (see my previous post). The response rate was excellent – 21 of 35 people responded. Of the questions/responses, there were a number that stood out to me. Certainly the responses to one question said it all:

1. How would you rate the presentation experience at your organization?

The choices were excellent; good; not bad; and usually pretty boring.

The responses were excellent 0%; good 19%; not bad 43%; and usually pretty boring 38%. 

So 81% of presentations in this organization are either not bad or usually pretty boring according to the communication professionals who work there.  Terri Sjodin discusses designing memorable presentatons in her book New Sales Speak.  She is a Certified Speaking Professional, a bestselling author, and a recent inductee to the National Speakers Association Hall of Fame.  She says that we remember the great presentations, and the terrible ones, but not the average ones. I couldn’t agree more. So if a high percentage of your presentations are “average”, they are probably not memorable, that means you are wasting a lot of time and effort…Houston we have a problem.  Of course this is a problem that can be remedied by providing some presentation design training, some hard work, and a willingness to “fix” the problem.   

For the crew of Apollo 13, fixing the problem was a life and death situation. Of course presentations are generally not that critical, but they are important. What’s also important is the amount of time and effort that goes into putting them together and delivering them. No one has the luxury of wasting either. Do a quick survey of your colleagues; you may have a problem.

Joe Pops

Refuse to be boring

On your mark, get set…

Not many people know that London won the bid for the 2012 Olympic Games on the last day of voting at the International Olympic Committee (IOC) meeting in Singapore in 2005. In fact, they were almost the Paris games. The story of how London won the games, basically with their final presentation, is beautifully told in Jon Steele's book The Perfect Pitch (see my previous post , The Perfect Pitch and the You Factor). One of their keys to winning with that final presentation (their final pitch) was that they studied their audience and designed a presentation experience that would resonate specifically with them.

I always remember that story, and make every effort to know my audience.  I recently had the opportunity to give some presentation design workshops to a couple of groups at Philips headquarters in Amsterdam.  During my presentation I asked the groups “Has anyone presented to an audience, but really had no clue who they were?"  I could see smiles around the room, and just about all the hands went up, including mine.  It is an uncomfortable feeling of disconnect - beginning your presentation not being 100% sure that you have put together the right material for the group.  Such situations reduce your confidence, your credibility, and your ability to make an impact.  However, what if your audience is new to you and is thousands of kilometers away? 

For my workshops in Amsterdam I only knew one person in each group, and that was by email or from the Philips internal social media network Connect Us.  In order to prepare I took advantage of online tools and used FluidSurveys  (www.fluidsurveys.com) to design a survey.  I ask questions on various items related to presenting, and asked my contacts to share the survey link with their teams.  I am happy to say the response rate was excellent.  The survey results helped me to better tailor my material to my audiences, so I immediately felt connected and I think they did too.  Using some of the survey data in my presentation also made it more engaging.  

So, if you are ever in a similar situation (and before the starting gun goes off), try using an online survey tool to help you know your audience better.  You can see/experience one of the surveys go to http://tinyurl.com/cleqlbl , and since I don’t know the “audience” of this blog, please complete the Survey for Presenters. It will take less than two minutes.  I can then use the survey results in planning future blogs and better tailor my material to my audience.  

Joe Pops

Refuse to be boring

 

Mind the Gap

Those first few moments of your presentation are critical. Gaps/delays between speakers, or a gap between your introduction and the start of your presentation can result in the audience’s attention wandering. 

I was at a conference recently in which there was a delay between the speaker introduction and the beginning of the presentation … for every lecture!  Following the introduction, the presenter had to wait for the first slide, or find their own presentation on the computer desktop and open the PowerPoint file. It was like the curtain going up and having no one on stage. 

One thing that a speaker can do in this situation is to make sure the presentation is open before they are introduced. Or they can just start without that first slide, they can say “While they’re getting everything going…”  If you have a well designed opening it should be possible to start without that first slide (which is usually just the title slide anyway).  Of course you could get creative; maybe you can use the gap in your opening.  “Obviously not everything is as simple as we would like it; it reminds me of the time…”  There is also the danger that they cannot get the slides going …then onto plan B, using your backup notes.  

So “Mind the Gap”, or should I say “Manage the Gap”. It can affect those first critical moments when you need to grab the audience’s attention and bring them into your world.

Joe Pops

Refuse to be boring

Is this thing on?

Have you ever been to a presentation in which the presenter struggled with using a microphone?  Maybe their voice faded in and out, or there was background noise, or maybe you were distracted by the presenter’s own discomfort? Here is some helpful tips so that you can avoid some of the mic pitfalls.

As a presenter there are generally three microphone (mic) types that you may encounter: the podium mic, the handheld mic, and the wireless lapel mic (sometimes referred to a lavalier mic). 

The least favorable type from an audience engagement perspective is the podium (lectern) mic.  The podium is a visual/physiological barrier between you and your audience and with the mic attached to it, you get “stuck” there. I always avoid standing behind podiums. If I arrive for a speaking engagement and this is the set up, I always ask for other options; most hotels or conference centers can accommodate this if you ask.  However, if there is not a wireless mic available, professional speaking coach and consultant Lisa B. Marshall advises you to adjust the podium mic so that it is about 8-10 inches away from your mouth.  Then whenever you look around the room or glance at your slides, turn your entire body, keeping the mic the same distance from your mouth (you basically pivot your body around the mic).  This is not a natural thing to do but we have all heard what happens when this isn’t done right … the presenter’s voice fades in and out as they speak.  This is distracting for the audience, and gives the impression that the presenter is not experienced, or polished.

I used a handheld mic recently at a large conference but I found it awkward.  With the slide changer remote in one hand and the mic in the other, it is difficult to make any natural gestures.  If you have to use one, Lisa B suggests keeping the handheld mic just below your chin, with it pointed toward your nose so that you speak overtop of it and not directly into it.

The type I prefer is the wireless lapel mic, although this is not without its challenges.  If using this type of mic for a conference presentation the first thing I do is to take off my conference lanyard. In one instance I had my lanyard rubbing on the mic while I moved around the stage, which caused all kinds of odd noises. You can have the same problem if the speaker is wearing a long necklace.  Lisa B. recommends putting the lapel mic about eight inches below your chin, at the center of your body if possible.  Make sure you understand the on/off and mute buttons – these can come in handy.  With this mic the same rule applies about turning your body instead of just your head to avoid the fade in/fade out effect.

And one final point – use your normal tone of voice.  You may feel like you need to speak louder because you are in a large room, but resist the temptation … that is what the mic is for.

If you have never used a mic, make sure you practice with one (or preferably all types) before your presentation. Using a mic can be challenging but knowing a couple simple tips can ensure a professional outcome. Do you have any other tips for using mics, or maybe some horror stories?

Joe Pops

Refuse to be boring

 

 

White background, black background. Which is better?

The Effective Sales Presentation is an excellent blog by Jean-François Messier. It is one of the only sales presentation blogs I can find.  Since I am in sales, do a lot of presentations, and have a passion for presentation design, I am always keenly interested to see what he has to say. 

A couple of weeks ago Jean- François re-posted an article by Phil Waknell which discussed what type of background is better for your slides, 5 Reasons Why Black Is The New White. He believes that a dark/black background is better for a variety of reasons:

1.  A black background won’t fatigue your audience, whereas a white background can be hard on the eyes.

2.  A black background will keep them focused on you since your eyes are naturally attracted to the “bright” light.

3.  Smile – you’re on camera; black backgrounds work better if you are being recorded on video.

4.  You may have “slides without borders” - photos that don’t fit the slide have a bright white frame around them.

5.  You will stand out from the crowd since the majority of “bad” presentations have white backgrounds. 

I agree with the points which support the use of black backgrounds on slides, but there is one other factor to consider.  I think that there are instances where a white background may be best for someone who creates their own presentation visuals.  Garr Reynolds comments on the background color of slides in his book Presentation Zen Design.  He says that since most stock images have white backgrounds, the images can easily be used on a slide with a white background.  I think the majority of people who create their own presentations have minimal training in presentation design, no Photoshop on their computers, and no access to graphic designers… therefore slides with a white background are easier to work with.  You can find great professional stock images on sites like iStockPhoto.com.   

In her book Slideology, Nancy Duarte talks about two factors which determine background color:  the formality of the event and the venue size.  She believes that black backgrounds are most appropriate for formal events and large venues.  Since the majority of presentations in organizations are in smaller meeting rooms and in an informal setting, a white background is probably appropriate. Of course the key is to have a high contrast between your background and any words you may have on your slides.

I wonder though - should you mix black and white backgrounds in one presentation?

Joe Pops

Refuse to be boring

Location, Location, Location

The more presentations I do, the more I realize that (like in real estate) location really matters.

The Lecture Hall

A couple of months ago I did two presentations in a large lecture hall at our regional headquarters in Singapore.  The room had semicircular multiple tiered seating, well designed acoustics and a central semicircular mini-stage that was about 8 inches high. It didn’t feel right for my style since I try not to lecture to my audience. In a room like this it is harder to connect with the audience; this type of room sends the message “sit and listen” rather than “engage with the presenter”.  I had to work harder to engage the audience and used techniques such as asking more questions than usual; ensuring I maintained eye contact, and getting physically closer to them (the mini stage was a challenge).  

Interestingly, a few days earlier I had given the same presentation in a different environment…

The Hotel Meeting Room

The previous week in Kuala Lumpur I did the same presentation in a large hotel meeting room to an audience of a similar background.  I had requested round tables with 6 or 7 seats per table.  The room “felt” much better (except the air conditioning wasn’t working) and it certainly seemed that I connected with them quicker and more easily. I believe this was because I was physically closer to them and could comfortably move around the room, and amongst them.

Which brings me to my most recent experience…

The Theater Stage

I did a presentation a couple of weeks ago from a theater stage, complete with bright lights and a balcony.  The theater was on the ss Rotterdam Hotel, which is a boat hotel docked permanently in the city of Rotterdam.  Of all the rooms I have presented in over the last few months I found this one to be the most awkward. It was difficult to see the audience and to make eye contact because of the lights … were they nodding as I made my points or not? I have heard that Steve Jobs always rehearsed in the same room in which he was going to do his big product launches; I did visit the theatre and walk the stage before my presentation but maybe I should have done more work/preparation to get more comfortable with the setup.  

My Conclusion

I think presenters often focus their preparation on the presentation itself. While that is important, so is knowing your venue. Control it if you can, but in many cases this is not practical or possible. Do what you can to make it a positive environment, one that enables the audience to connect with you. Always check out the venue ahead of time, and rehearse there if you can.  If we can control the location/room in which we present, or at least get comfortable with it, we will give a better presentations. 

Do you have any stories of interesting presentation locations to share? 

Joe Pops

Refuse to be boring

When a Red Piano Becomes a Purple Cow …

I recently had the opportunity to go to Rotterdam and do a presentation about marketing one of our new products.  On the slides I used pictures of a beautiful red grand piano vs. a traditional upright piano, to represent new technology vs. existing technology.  Little did I know what would happen later …  

That evening our hosts took us to (of all things) a dueling piano bar.  And guess what color the pianos were?  I lost count of how many colleagues approached me to ask me if I noticed the two red grand pianos, and if I had planned the whole thing.  Well I certainly noticed, and no, it was just a coincidence.  It struck me how well my colleagues remembered the red piano from my presentation earlier in the day.  I am sure people don’t remember plain bullet points this well.  

In 2003 marketing visionary Seth Godin wrote a book called Purple Cow.  The book states that in order not be lost in the crowd, your product or company needs to stand out, be noticed, and be worthy of people remarking about (be remarkable).  Consider the book title … if there were a number of cows standing in a field as you drove by, a purple one would get your attention; it would be something you would remark about.  My red piano experience certainly supports this concept from a presentation design perspective.  The images that you use in a presentation are important; take the time to find just the right one.  An image that is different  and stands out is memorable/remarkable.  Of course that image needs to amplify the point you are trying to make, and be a fit with the core message of your presentation and not just be a “pretty picture”.

Whether my colleagues will remember the analogy that the image represented or the coincidence of the evening is yet to be determined.  However I know that they will remember one thing from the presentation – a red piano.

Joe Pops

Refuse to be Boring.

Can you give me one good reason?

I was in Malaysia and Singapore this month to give some mini-workshops on sales presentations. During one of the sessions I asked my audience, who was very engaged, to “Give me one good reason” to buy their product.  Most of the attendees struggled to come up with an answer.  I thought it may be an ESL (English as a second language) issue since things get lost in translation, but even the English speaking members were not having an easy time.     

I used this “one good reason” exercise when I was discussing the need for a concise, clear message in sales presentations. I thought it would be a good place to start, something everyone could relate to.  But I was wrong, it was not that way at all. Coming up with 10 or 12 reasons why customers should buy their products was not a problem, however coming up with one reason was difficult.  Was this because they knew their products and services so well, in so much depth, that they could not get beyond the specifications, features/benefits mode … a case of “You can’t see the forest for the trees”?  Maybe it was another version of the Curse of Knowledge? (Curse of Knowledge)

This can also happen to presenters. You know your content, your idea, so well that you can’t seem to condense it down to its basic core. The core message of a presentation should answer a simple question: what is your point?  It should give the audience one good reason to act on what you are presenting. It's been proven that people can only remember a couple of points, not the dozens presenters typically throw at them.   

So, if you want one good reason to follow this blog, here it is:  An impactful presentation is key to moving your idea forward (or selling your product).  In this blog I explore how you can create that impact.    

Any ideas on how to better help people develop a core message for their presentations?

Joe Pops

Refuse to be boring