Business Presentation

Inspire and Inform: How to Effectively Organize your Content for a Business Presentation

Sheri Jeavons, President

You have to give a business presentation. You have ten things you need to cover, but have only been given fifteen minutes. Many of you make the mistake of trying to cover too much information for the allotted time. In order to get through all of your material, you find yourself talking too fast and rushing through the information. After the presentation, you realize that your listeners were overwhelmed, confused and downright bored. That’s hardly the result you want!

When preparing for a presentation or meeting, take a few moments to really think about what message you want to communicate and what you want people to take away. Be decisive about these points. The following four tips can help you better organize your content so your presentation is one that inspires and informs.

1. Think of your audience. Before you write anything, first determine what your audience wants from you as it relates to the topic. To do this, list two to four goals you know your listeners would like to accomplish as a result of your meeting or presentation. Ask yourself, "What's in it for them?"

2. Be concise. Most communications, whether they’re 30 minutes or three hours, should cover no more than three key topics or key points. Having only three topics or points gives you ample time to give some background information on each. Additionally, many people walk away from meetings and are able to recall only three key points from the communication. In other words, if you try to cover a lot of different topics, you’re not going to be able to focus on anything important and you’ll lose your listeners. You’re better off having shorter meetings with fewer points then one long meeting covering everything.

3. State your goals. In the first two minutes of your presentation or communication, state the two to four goals you’ve identified for your audience. Make it clear why they should listen to you and how you’re going to help them accomplish what they want to do. Don’t go into detail yet; just state the goals.

4. Be repetitive. Every two to three minutes of your presentation (or at the end of every slide if using PowerPoint^®), as you go through your information and cover each topic in detail, restate one of the goals back to the audience. Yes, this is repetitive, but your listeners need repetition for the information to sink in. Remember that they don’t know the topic as well as you, so they need to hear the key points and goals often to get the full impact of your message.

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Communication Initiative
http://www.comminit.com/

http://www.management-issues.com/display_page.asp?section=research&id=3325 Leaders don't listen, don't manage and don't have a clear vision

19 Jun 2006 | Nic Paton

The biggest mistake business leaders make is not communicating with or listening to their workforce, new research has suggested. The study of more than 1,400 leaders and managers by global consultancy the Ken Blanchard Group, found 41 per cent felt inappropriate use of communication or listening was the biggest mistake leaders made when working with others. More than a quarter felt the major failing was in under or over-supervising people, providing a lack of, or too much, direction and delegating, either too little or too much. A lack of management skills was cited by 14 per cent, a lack of or inappropriate support by 12 per cent and a lack of accountability by 5 per cent. Conversely, the most critical skill a leader could possess was communicating and listening (cited by 43 per cent), followed by effective management skills, emotional intelligence and empathy, values and integrity, vision and empowerment. Of the top five things leaders and managers failed to do when working with others, the one that came up the most was not providing appropriate feedback (cited a whopping 82 per cent). Failing to listen or involve others in the process was nearly as big a failing, cited by 81 per cent. More than three quarters raised failing to use a leadership style that was appropriate to that person, task or situation, and a similar percentage (76 per cent) felt leaders failed to set clear goals and objectives. Nearly six out of 10 complained that leaders failed to train and develop their people. Jim O''Brien, managing director of the Blanchard Group Companies, said the biggest concern from the research was that these were very basic errors, which no leader should really be making. "It seems that many leaders out there do not have even the most basic, critical leadership skills they need to do their job properly and this is bad news for business," he said. "We all know leaders hold the key to organisational success. Bad leadership leads, ultimately, to low organisational vitality, high staff turnover and poor customer loyalty," he added.

Great communicators

The Great Communicators

What good are ingenious ideas or a grand vision if you can't convey their fabulousness to your audience? Take some pointers from these leaders

You have an extraordinary story to tell. But let's face it -- some people are better than others at telling their stories. Some men and women stand apart. They grab more attention, close more deals, and persuade more employees, customers, and colleagues to follow their vision.

The following individuals were profiled in the book 10 Simple Secrets of the World's Greatest Business Communicators, by Carmine Gallo. Our slide show features contemporary business execs considered among the top speakers in Corporate America. These men and women have leveraged their powerful communications skills to build such companies as General Electric, Starbucks, and Apple.

They look different, sound different, and come from different generations, but they all command attention and connect to their audiences -- whether they consist of one or 1,000. They are charismatic, persuasive, inspirational, and simply magnetic. Best of all, we can learn something from all of them. By adopting their best traits, business professionals in a variety of industries will learn to craft and deliver a story that's clear, concise, and compelling.

By Carmine Gallo

Jack Welch

Cutting Out Corporate Lingo

Former Chairman and CEO
General Electric
The former head of General Electric was legendary for demanding simplicity in written and verbal communications. "Insecure managers create complexity," Welch once said. He was a master at crafting a vision and passionately articulating that vision in simple, broad-based terms that everyone could buy into.

Clutter and jargon had no place in a Welch business meeting. He would ask his managers to pretend they were talking to high school students -- to focus on the basics. Eliminating jargon isn't an option. Great business communicators speak in clear and simple terms.
Best communication asset: Simplicity
Tip: Eliminate jargon

Steve Jobs

Real-Life Dramatist

CEO and Director
Apple Computer
Chairman and CEO
Pixar Animation Studios
Apple founder and CEO Steve Jobs radiates a charisma that captivates thousands of the "Mac faithful" as well as customers, employees, and colleagues. The key to his success as a communicator: his nearly messianic zeal to change the world. People find it intoxicating. In 1983, Jobs turned to 44-year-old Pepsi President John Sculley and asked: "Do you want to spend the rest of your life selling sugared water, or do you want a chance to change the world?" Great business communicators want to make history, and they're not too bashful to admit it.
Best communication asset: Charisma
Tip: Create and articulate a bold vision

Meg Whitman

Feedback Welcomer

President, CEO, and Director
eBay
As president and CEO of the world's largest online marketplace, Meg Whitman has built one of the most trusted, admired, and successful brands in corporate history. Since she accepted the lead role in 1998, Whitman has acted as a strong advocate for soliciting customer feedback. She listens and takes action to improve the experience for buyers and sellers.

BusinessWeek once recounted a story about Whitman flying to meet with a veteran seller who had protested a particular policy. After conferring with him for an hour, Whitman took pages of notes and changed the policy two days later. Great business communicators listen before saying a word.
Best communication asset: Penchant for listening
Tip: Seek feedback

ohn Chambers

Winning Through Rehearsals

John Chambers
President, CEO, and Director
Cisco Systems
Watching Cisco's CEO give a presentation to employees, investors, analysts, or customers is an astonishing experience. With hardly a glance at notes, Chambers fills his presentations with volumes of information about his company's products, facts, and figures.

He owes it to meticulous preparation. Before a talk, he reviews and rehearses his presentation, memorizing the slides and the flow of content. He even knows when and where he's going to walk into the audience or put his hand on someone's shoulder. Great business communicators prepare diligently for every major meeting, interview, presentation, or speech.

Best communication asset: Preparedness
Tip: Review and rehearse your presentation

Michelle Peluso

Reaching Out to Workers

President and CEO
Travelocity.com
As President and CEO of Travelocity, Michelle Peluso is one of Corporate America's rising stars. Peluso understands that employees will care more about their work when they know their leaders care about them. She makes it a point to respond personally within 24 hours to every e-mail from one of her employees, even if she's traveling or on vacation. It's how she motivates her far-flung staff of more than 5,000 employees spread around the world. Great business communicators respond to employee concerns by answering e-mails, holding lunchtime chats, or sending out weekly companywide correspondence.

Best communication asset: Responsiveness
Tip: Be there for your employees

David Neeleman

High-Flying Tales

Chairman and CEO
JetBlue Airways
When David Neeleman launched Jet Blue in 2002, the ex-Southwest Airlines exec embraced his former employer's model of discount fares but one-upped Southwest by adding perks like leather seats and DirecTV on all flights. Neeleman dedicates himself to finding and keeping the most enthusiastic employees in the airline industry.

He champions the culture by flying JetBlue to a different city each week. He appears at nearly every first-day orientation for new hires and leads sessions titled: "Why are you here?" An excellent storyteller, Neeleman likes to recount anecdotes about employees who exceeded expectations. Great business communicators cultivate an enthusiastic staff passionately dedicated to providing exceptional customer service.

Best communication asset: Talent for storytelling
Tip: Tell tales that inspire

Howard Schultz

Percolating Passion

Chairman
Starbucks
Howard Schultz loves coffee. And the Starbucks founder is fervent about creating a workplace in which people are treated with dignity and respect. He conveys that message to employees, customers, and investors.

"When you're around people who share a collective passion around a common purpose, there's no telling what you can do," he says. Schultz understands that Starbucks' competitive advantage lies in its people. Because its entire organization communicates its values so effectively, Starbucks has built a reputation as one of the best places to work. Great business communicators identify their enthusiasms and convey that enthusiasm through all levels of the organization.


Best communication asset: Passion
Tip: Identify and share what you're passionate about

Suze Orman

Debt Detractor

Author, TV Host
Financial guru Suze Orman stands out among the more than 650,000 financial planners in the U.S. Orman is on a mission, a crusade to help people avoid the crushing debt and financial problems that caused so much pain for her family as she was growing up.

Orman freely admits that very little of her advice is groundbreaking. "It's not the material that I know, but how I communicate the material I know that sets me apart," she says. She delivers financial information using clear, concise, and direct language. Great business communicators use simple language to discuss complex issues.

Best communication asset: Clarity of expression
Tip: Break down complex information into easy parts

Rudy Giuliani

Eye-Contact King

Chairman and CEO
Giuliani Partners
The former New York City mayor became a hero for maintaining his composure after the 9/11 attacks. He exhibited courage, stamina, and grace -- everything people look for in a leader. But long before Giuliani became an American icon, he appreciated the emotional connection of a great presentation.

In his book, Leadership, Giuliani says he began preparing for his annual State of the City address five months early so he wouldn't have to read the presentation from notes. Great business communicators use eye contact to make an emotional connection with their audience.

Best communication asset: Ability to make eye contact
Tip: Spend 90% of the time looking at your audience

John Thompson

Relentlessly Upbeat

Chairman and CEO
Symantec

For more than six years, Symantec CEO John Thompson has built the company into the leading antivirus software brand, despite competitive threats from Microsoft. Thompson uses big, bold, and optimistic language in his presentations and speeches.

Last year, Thompson pulled off a $13 billion acquisition of storage-software maker Veritas, despite investor criticism. During the acquisition, Thompson said: "We'll prove one more time that our long-term vision is where the industry is going, and what we need to do to respond to it is right." Great business communicators transmit a positive, upbeat vision during times of change.

Best communication asset: Facileness with optimistic language
Tip: Employ powerful and positive words

Klaus Kleinfeld

Getting Fresh

President and CEO
Siemens
As CEO of Siemens, Kleinfeld oversees some 460,000 workers. He has impressed many an employee with the way he sets clear goals and communicates his vision. The key: Kleinfeld's insatiable curiosity about his people, his industry, and the world in which he does business.

Kleinfeld feels at ease whether talking about the newest hip-hop star or the latest strategic management theories. His upbeat tone, energy, and curiosity keep him fresh, dynamic, and contemporary. Great business communicators teach their listeners to stay topical and current. By doing so, they leave their listeners with something new.

Best communication asset: Ability to reinvent
Tip: Stay fresh, remain current

Larry Ellison

Playing the Anti-Geek

CEO and Director
Oracle
The billionaire founder of Oracle is no stranger to the media. Whether he's engaging in a hostile takeover of a competitor, risking injury racing yachts, buying up nearly $200 million in Malibu property, or piloting jets, Ellison lives life on a grand scale. When Ellison walks on stage, he looks the part of a successful leader.

Not content to dress in geek chic like many of his counterparts in Silicon Valley, Ellison wears finely tailored Italian suits and walks with commanding body language. Great business communicators know that packaging counts.

Best communication asset: Looking like a leader
Tip: Pay attention to what your wardrobe says about you

Richard Branson

Lavisher of Praise

Chairman
Virgin Group
Whether donning a wedding dress for the launch of a Virgin Brides shop, attempting to fly a hot-air balloon around the world, or building a company to take people to the moon, the billionaire entrepreneur behind the Virgin brand likes to have fun and encourage his staff. Branson believes in lavishing praise on his employees. Like flowers, he once said, people will grow if watered -- but shrivel if left to dry. Great business communicators go out of their way to make sure their employees feel valuable.

Best communication asset: Generosity with praise
Tip: Lavish appropriate praise on employees, customers, and colleagues

The 10 Worst Presentation Habits

Speakers can be their own worst enemies. Here are our expert's tips on how to make a presentation sing

By Carmine Gallo

As a communications coach for some of America's most admired companies, I work with business professionals who want to engage their listeners -- whether they are addressing employees, customers or colleagues; whether they are speaking to an audience of one or one thousand. In my book, 10 Simple Secrets of the World's Greatest Business Communicators, I identify bad presentation habits that impose barriers between speakers and their listeners. Here are the worst habits and how to overcome them.

Gallo is a Pleasanton (Calif.)-based corporate presentation coach and former Emmy-award winning television journalist. He is the author of the new book, 10 Simple Secrets of the World's Greatest Business Communicators. Visit him online at www.carminegallo.com

Bad Habit #1

Reading from notes

Great communicators do not read from scripts, notes, or PowerPoint slides. While it's acceptable to refer to notes from time to time, reading directly from prepared notes is a no-no. It breaks down the rapport between listener and audience.

Do this instead:
Review your material to the point where you have so completely absorbed the material, you can deliver it without notes. Business Week recently profiled Apple CEO Steve Jobs, whose magnificent presentations are the result of hours of grueling practice.

See also, Best Business Communicators

Bad Habit #2

Avoiding eye contact

Great communicators understand that eye contact is critical to building trust, credibility, and rapport. Far too many business professionals have a habit of looking at everything but the audience -- a wall, a desk, or a computer.

Do this instead:
Maintain eye contact with your listeners at least 90% of the time. It's appropriate to glance at your notes or slides from time to time, but only for a few seconds and only as a reminder of where to go next. You are speaking for the benefit of your listeners. Speak to them, not the slides.

Bad Habit #3

Dressing Down

Great communicators look the part. Have you ever seen Donald Trump dressed in anything less than a classy suit and tie? Even on the golf course, he looks like a million -- okay, a billion -- bucks. Many business leaders tend to dress beneath their position. They show up with a cheap suit, worn shoes, and ill-fitting clothes.

Do this instead:
Find a clothing store and salesperson whose recommendations you trust. Always dress appropriately for the culture, but a little better than everyone else.

Bad Habit #4

Fidgeting, jiggling, and swaying

Great communicators eliminate small, annoying gestures or mannerisms. Fidgeting with your hands, jiggling coins, or swaying back and forth all reflect nervousness or insecurity. These habits inspire no confidence in the speaker.

Do this instead:
The solution is simple. Don't fidget, jiggle or sway! Videotape your presentations or rehearsals from time to time to catch your flaws.

Bad Habit #5

Failure to rehearse

Great communicators always rehearse important presentations. Most bad presentations are the result of failing to practice talking out loud.

Do this instead:
Take a cue from Cisco CEO John Chambers. He spends hours rehearsing every component of his presentations, from the material to the flow of slides to when and where he's going to walk among the audience. It's preparation to the extreme, but it works.

Bad Habit #6

Standing at attention

Great communicators are not stiff. Standing at attention like a soldier waiting for orders might work for the army, but it makes presentations tedious.

Do this instead:
Move, walk, use hand gestures. Great speakers are animated in voice and body.

Bad Habit #7

Reciting bullet points

Great communicators assume the audience can read. Many speakers read the bullet points on their slides word for word. Slides (or any visual) act as a complement to the speaker, not the other way around.

Do this instead:
Don't write too many words on the slide. A good rule of thumb is no more than four words across and six lines down. For slides with more content, do not recite the slide word for word. Include a story, anecdote, example to add color to the content. Trust that your audience can read the slide for themselves.

Bad Habit #8

Speaking too long

Great communicators know that leadership requires the ability to articulate a message that's passionate, clear, and concise. Studies show that listeners lose their attention after approximately 18 minutes. Many leaders think that the longer they speak, the more important they sound. Nothing could be further from the truth.

Do this instead:
Edit everything you say. Do you spend five minutes saying something that you could otherwise say in 30 seconds? What can you cut out? Be thorough, yet concise in all manners of communication, including phone conversations, emails and formal presentations.

Bad Habit #9

Failing to excite

Great communicators grab their listeners' attention right out of the gate. Audiences remember the first thing you say and the last. But don't worry -- if you're struggling to compose an opening, there is a solution.

Do this instead:
Tell your listeners why they should be excited about your content. Give your audience a reason to care.

Bad Habit #10

Ending with an inspiration deficit

Great communicators end their presentations on an inspiring note. Most presenters believe the middle of their presentation contains the really important content. It might, but most listeners will walk away from a presentation remembering what was said at the end.

Do this instead:
Go ahead and summarize what you just said in the presentation, but leave your audience with one key thought -- something they didn't know that makes their jaws drop in collective awe.