Professionally Speaking...

TWITTER IN PRESENTATIONS...LOVE IT OR LEAVE IT?

With the explosion in popularity of microblogging tools like Twitter, presenters are now faced with the possibility, or even likelihood, that some members of their audience will be tweeting (posting on Twitter) during the presentation. Initially, that idea is off-putting to many presenters. They sputter, "But that means the audience won't be paying attention to me." Or "It will be distracting for me to see everybody typing on their iPhones." Or "What if they say something negative about me or my presentation?"

Those concerns are all worth examining. Let's look at them one by one.

THE AUDIENCE WON'T PAY ATTENTION

Even without Twitter, you run the risk that your audience won't pay attention to you. Certainly to minimize that concern in any situation you must craft a presentation that is relevant to the audience, addresses their needs and employs the various presentation techniques designed to involve and engage the audience.

Interestingly, however, some research suggests that the audience may be even more engaged when there is a Twitter backchannel in a presentation. In the Journal of Research in Innovative Teaching(Volume 2, 2009), Dr. Martin Ebner, Head of the Social Learning Department at Graz University of Technology in Austria conducted research at the e-learning conference, Ed-Media 2008, to determine the behaviors of attendees using Twitter during a presentation. Throughout the keynote, the Twitter stream was projected on the screen along with the presenter's slides. During the 45 minute presentation, there were 54 tweets which Ebner categorized into 4 buckets:

• concerning the presentation content (22%)
• discussion between 2 or more Twitter users (2%)
• links to various resources (31%)
• comments, including reactions to the speaker's presentation, feelings, thoughts and opinions (43%)

As presenters, assuming we have created a relevant presentation, we need to ascribe the respect and integrity to our audiences that they will, in fact, be engaged in what we are saying and thus, will further the discussion through their tweets. Particularly when the Twitter stream is projected for all in the room to see, most attendees want their tweets to be intelligent and germain rather than silly or off-topic.

I'LL BE DISTRACTED

This may indeed be the case initially. But let's break this down. Audience members punching letters into their phone or typing on a keyboard is really no different than audience members taking notes. We need to ensure that we don't let our self-talk convince us that the audience is no longer listening to us simply because they are using an electronic device.

More challenging in terms of distraction is projecting the Twitter stream on the screen behind you and knowing that electronic dialogue is going on while you are talking. Here the speaker is competing with the constantly changing flow of information.

You could speak directly to the tweets. This requires ultimate flexibility, a thorough knowledge of your subject matter, a crystal clear understanding of what you want your presentation to accomplish and the ability to return to your presentation flow after responding to a tweet. If you can manage it, this is the pinnacle of real time, interactive exchange between presenter and audience, furthering and deepening the conversation.  

A complementary option is to have a moderator or partner who can help you manage the dialogue. The moderator can prioritize the tweets, answer or redirect some and pass questions and salient comments to the speaker.

Most definitely, rehearse these techniques several times before going live. This is a fast-paced exchange of ideas and information; being super prepared and comfortable with your subject matter and giving thought to the audience's point of view are the keys to success.

THE AUDIENCE MIGHT BE NEGATIVE

Yes, there could be a tweet that says something negative about you or your content. However, most audience members have the maturity and integrity not to post something inappropriate or cruel, particularly when all their fellow audience members can see it. More likely, someone might post a legitimate disagreement or difference of perspective. Handle this the same way you would any objection in a presentation...with grace, respect and facts.

SO, IS THIS TWITTER THING A GOOD IDEA?

Yes, I think it is. It's still a bit scary for most presenters. The dynamic is evolving and we will no doubt continue to refine how to integrate the Twitter backchannel into our presentations. Look for a subsequent post on best practices for how presenters can become comfortable with this tool.

But the benefits of using Twitter during a presentation are unmistakable:

• It gives the audience more ownership as they have a tangible role in shaping the discussion.
• The presenter can gain immediate feedback.
• It facilitates and encourages discussion among tweeters after the presentation.
• It creates a wider audience and more visibility for your message, since the presentation tweets will go out to everyone's followers and even be re-tweeted.
• It gives your presentation a longer life through archiving (the symbol # before any word or phrase creates a hashtag [#twitinpres] which then allows Twitterers to use that hashtag to group all relevant tweets).

The exciting thing about Twitter in presentations is that it removes the presenter/audience barrier that we all bemoan. The speaker is no longer delivering wisdom from on high. The audience becomes an active participant in the conversation, shaping it to meet their needs. And isn't that the ultimate example of audience focus?

What experiences, either as a presenter or an audience member, have you had using Twitter in presentations?
 

 

PRESENTATION TIP: USE NOTES

When I teach presentation skills classes, I frequently get asked the question, "Should I use notes in my presentation?" [Said in a tone of voice that assumes the correct answer is no]. For some misguided reason, people seem to think that if they are delivering a presentation or a speech, they need to be able to do it completely from memory, sans notes. They seem to think notes are cheating or make them look like they're unsure of their material.

Well, my answer to the question, "Should I use notes?" is a resounding "Yes." Notes are useful on two levels: practical and perceptual.

Practically, having notes takes the pressure off having to remember every fact, as well as the order and flow, of what you are presenting. Perceptually, having notes provides a security blanket. If you don't need them, fine. But if you do lose your place or forget what you wanted to say, a quick look at the notes rectifies the situation.

Memorization, which some regard as the gold standard, is fraught with problems. Assuming you are capable of memorizing a 30-plus minute speech, if you draw a blank or get a section out of order, you're in trouble. A memorized delivery also runs the risk of losing the inflection and tone that makes you sound fully present and connecting with the audience.

TYPES OF NOTES

Now that I hope I've persuaded you to use notes, the next decision is what type of notes should you use. That depends on the kind of presentation, your own personal style, and to a lesser extent, the physical venue.

INDEX CARDS

3x5 or 4x6 cards work well as a way to remind yourself of the key messages of your presentation or important facts, statistics and quotes. Because you can't write much on the small cards, they are most effectively used as a prompt to keep you on track and jog your memory. This format is appropriate in most situations, whether you're presenting from a stage in a conference center or from the head of the boardroom table. [Hint: number the cards. In the unikely event that you drop them, you'll be glad you did.]

8.5x11 SHEETS OF PAPER

This is not a format I recommend. This size is too large to be held comfortably in your hands. It also provides room for way too much content, thereby tempting you to read from it. The place where this format could work is when you have the sheets in a 3-ring binder and it sits on the table in front of you, where you can refer to it periodically.

POWERPOINT NOTES

Using the notes field on PowerPoint can be effective, but there is a major shortcoming. It often means that you have way too many slides; you've created slides to accommodate your notes, where you might otherwise not have used a slide. [Click here to learn about the Presenter's View.]

Using the actual slides as your notes is something I strongly recommend against. Chances are it will encourage you to put excessive text on each slide. As well, it will create a temptation to read off the slides, possibly even turning to the screen behind you, instead of focusing your attention on the audience.

Here are some more great tips on creating notes from Olivia Mitchell at Speaking About Presenting.

HOW TO USE NOTES

Once you decide which note format is most comfortable for you, you now have to learn to use it so that it supports your presentation rather than detracts from it.  When using notes you should:

1. Never write in full sentences. Simply jot down key phrases or headlines in bullet form. The point of the notes is to jog your memory. They shouldn't be so complete that someone else could pick them up and get the meat of your presentation.
2. Make sure your notes are easy to read, which means writing large enough and leaving lots of white space.  
3. Learn how to interact with the physical cards, slides or paper. Don't shuffle the cards, don't switch them from hand to hand, don't gesture with them, don't keep putting them in and pulling them out of a pocket. Don't let cards or paper or computer screen obscure your face.
4. Remember it's OK to look at your notes...that's what you have them for and the audience will be perfectly fine with it. But do so in a deliberate manner; don't glance surreptitiously at them as if you're trying to make it seem that you're not consulting them. Break eye contact with the audience, glance at your notes and absorb the next point, then re-establish eye contact with the audience and deliver that section. The pause may seem particularly long to you, but it doesn't to the audience. And it will give them an opportunity to process what you've just said.
5. Practice, practice, practice until you can use your notes smoothly and seamlessly.

If you follow the advice above and remember to keep your focus on the audience, notes will become another excellent tool in your presentation tool kit.

LAUNCH OF SPEAKING PRO CENTRAL

I am excited to be a featured participant in the launch of a great new site: Speaking Pro Central.

This is a community of people (many of us are bloggers) who have come together to collect and organize the best content from blogs, news sources and other web sites about speaking and more specifically, speaking professionally.  The goal is to create a place where it's easy to find current and highly relevant content.  And perhaps to stimulate new connections.
 
You can get a sense of the power of the site by visiting the site and clicking a keyword on the left. If, for example, you click on Speaking you find:

• The keywords on the left are ordered in relationship to the current term. So you can see that Audience, Techniques and Practice all relate heavily to Speaking.
• At the top of the page are the most recent posts, announcements and web pages for Speaking.
• Below that you find the top posts according to social signals across the network. The site will become much richer over time as more people join the community and the content base grows.

My blog, Professionally Speaking... is featured on the right. If you click on that, you will find my latest posts at the top of the page and then a section called The Best From Professionally Speaking..., which is based on social signals.

All of this technology and the idea of Speaking Pro Central comes from Tony Karrar. If you have ideas on how to improve the site or want to do something similar, I know Tony would like to hear about it.

This site is such a good example of the philosophy of the blogosphere: link, share, connect with new colleagues. Here are my fellow bloggers who are participating in the launch:

Better Presenting

Craig Strachan - Keep Talking!

Dahle Communication

Ian Griffin - Professionally Speaking

Matt Eventoff

Presentation Blog - Presentation Advisors

Pro Humorist

Speak Schmeak

Speaking about Presenting

Successful Speeches Blog

Thoughts On Presenting And Design

Writing Practice Prescription

 

PRESENTATION MANNERS

  When we're preparing for a presentation, we don't often turn to Miss Manners for advice. Yet there are some fundamental rules of etiquette or politeness that we'd do well to observe.

TIMING

We all know not to be late for a presentation. But do we give the same attention to running over? It is not unusual for speakers to go past their allotted time, or worse, only be half way through their presentation when time is up.

Not adhering to the time frame is just plain rude to the audience (and to any speaker who is following). It demonstrates lack of preparation on the presenter's part and a disregard for the audience's time.

When creating and rehearsing your presentation, ensure your material fills only about 80% of the scheduled time, thus allowing sufficient flexibility for questions and discussion. If you do finish five minutes early, no audience will be upset to gain a little extra time.

COMPLAINTS

Any complaints you have about the venue, logistics, support you've received or equipment should not be shared with the audience. These are your problems, not theirs. The audience needs to know that you are fully focused on them, not distracted by other issues. Either deal with annoying issues before you begin speaking or park them at the door, to be dealt with after your presentation is finished.

Criticizing another speaker is equally unacceptable. Not only is this unprofessional, you are suggesting to the audience that they have wasted their time.

LOOK 'EM IN THE EYES

If you were sitting across a table talking to someone, you wouldn't look at the table or the wall behind you as you spoke. In a presentation, too often the speaker speaks to the screen behind him or keeps his eyes focused on his notes. This lack of eye contact is off-putting for an audience, as it communicates that you either aren't very interested in them or you didn't think them important enough to be well prepared.

Practice your presentation enough times that you are not overly reliant on your notes. Enough practice will also ensure that you know what the slides say so you don't have to constantly look at them.

What other presentation manners [good or bad] can you think of?

[Mind Your Manners, Ann Douglas, Flickr]

THE POWER OF LANGUAGE, PART III

"Words are, of course, the most powerful drug used by mankind."

Rudyard Kipling

 

Words are the primary mechanism we use to transmit ideas. Words encourage, challenge, persuade, teach and transform. Yet many business presenters speak without adequate knowledge of, or attention to, the tools that can hone their craft.

I highlighted some of these tools in Part I and Part II of The Power of Language. Here are some additional rhetorical devices that can be effectively integrated into your presentations to make your message come alive and connect with the audience. Also check out the Successful Speeches Blog for ways to make your presentations more memorable.

[Click on the speaker's name below to go to an audio and text version of the speech.]

Antithesis

Antithesis gives balance to a sentence or clause by intentionally juxtaposing contrasting ideas. The juxtaposition adds emphasis to both concepts.

"I have a dream that my four little children will one day live in a nation where they will not be judged by the color of their skin but by the content of their character.  

 Martin Luther King, Jr., I Have a Dream

Symploce

A technique where the first and last word or words of one phrase are repeated in one or more successive phrases. This is another way of structuring repetition, which is always a powerful tool.

"Let us let our own children know that we will stand against the forces of fear. When there is talk of hatred, let us stand up and talk against it. When there is talk of violence, let us stand up and talk against it."  

  William Jefferson Clinton, Oklahoma Bombing Memorial Prayer Service Address

Rhetorical Question

A question in which the answer is obvious or implied and therefore, no answer is expected. Because it is human nature to answer a question in our heads, even if we don't do so out loud, this is a very effective device to force the audience to react, expand their thinking and get them to consider possibilities. It is frequently phrased as "What if...."

"How can we allow the rich and powerful, not only to rip off people as consumers, but to continue to rip them off as taxpayers?"

 Ralph Nader, 2000 NAACP Convention Address

Rhetorical devices add so much richness to your presentation or speech: they make your message and ideas more memorable; they expand the understanding of the listener; they build a powerful connection with the audience. Why not start using them in your next presentation?