We’ve all been there… You’ve survived your presentation. You’ve delivered all your content, and you feel like things went well. Then, you utter the daring phrase, “Are there any questions?” That’s when you feel your confidence slip away.

So, how do you handle difficult questions? The following four-step process will help keep your confidence up and position you as the expert you are.

1. Listen to the entire question. Don’t start formulating your answer until the questioner has finished.
2. Repeat or rephrase the question to the entire audience. Shorten the question and use more neutral language to remove hostility and emotion.
3. Answer the question. Be honest, concise, and answer to the entire group.

When you’ve completed the Q&A session, go back and repeat the conclusion and action steps from your presentation. This helps leave the audience on a positive note, telling them your presentation was good for them and what they need to do next.

Make every presentation great!
Sheri Jeavons

There’s no doubt that we’re addicted to e-mail.  However, in this on-demand world we have become extremely informal in our communications. This can pose a real problem when it comes to credibility and professionalism.  Here’s how you can make your everyday e-mails stand out from the rest of the clutter:

1. Use a specific subject line.
2. Have a clear purpose.
3. Check punctuation, sentence structure and spelling.
4. Read e-mails 3 times before sending.
5. If it’s an important correspondence, leave it for a while and come back to read it again before you click send.
6. Add the “to” address after you’ve completed the e-mail. That way you won’t accidentally send it before it’s ready to go.

Implementing these simple steps can help increase your productivity and credibility.

Make Every Presentation Great!

Sheri Jeavons

In response to the questions I received regarding my previous blog about communicating with executives, I’d like to provide some additional guidance on these critical communications.

In order to make your recommendations short, sweet and to the point, consider using the Ten-Minute Solution Process. If you organize your information in the following way, you’ll be able to concisely pitch your idea, increase your credibility and improve your chances of success:

1. Identify the pain or change opportunity

2. Propose goal-related solutions

3. Quantify solution options

4. Describe the pros and cons of each solution

5. Urge specific action steps

Make Every Presentation Great!

Sheri Jeavons

When communicating with an E-Level professional, you must be decisive, persuasive and concise. Time is the biggest issue for any executive. So how do you make the most of your meeting?

1. Respect their time. Be early and end on time.
2. Have a prepared agenda. State early on what decisions need to be made and what timeline applies.
3. Present your issue with several recommendations.
4. Be honest, direct and concise.
5. Be prepared to edit your agenda.

Preparation and a positive attitude will create the best image for you and will allow you to achieve your desired results. Establish yourself as someone your top executives can rely on for business solutions.

Make Every Presentation Great!
Sheri Jeavons

I often receive questions about PowerPoint slides and how they should be used.  Some people believe PowerPoint is simply an awful tool.  I maintain that the problem is not with the tool or the technology, but rather with how it is used by the presenter. 

If you cram a bunch of content that your audience can’t see or read onto your slide, of course it will be a distraction.  That kind of material isn’t valuable to you or your audience.  What should you do instead?  Here are a few of the top tips I offer regarding making the most of your PowerPoint slides:

• Use bullet points only (no sentences)
• Minimum font size guideline is 28 point
• Use color
• Use one simple font
• Use upper and lower case
• 4 x 6 rule: Use either four lines of text with six words per line, or six lines of text with four words per line
• Enlarge one section of a diagram or spreadsheet for easy explanation and comprehension

The bottom line is to keep it simple.  Think of your audience. What do they need to know and how can you communicate that information in a clear, concise way?

Make Every Presentation Great!

Sheri Jeavons

What is one of the worst things that can happen while delivering a presentation?  Forgetting what to say!  We’ve all been there.  You’ll be going through your presentation, everything seems to be fine, then BAM!  You have no idea what to say next.  What do you do?  You may start to ramble or begin using non-words like “um” or “ah.” You might even turn around and start reading your slides to the audience.

If you do any of the above, it is no doubt embarrassing for you, but more importantly it becomes difficult for your audience to pay attention. If you start behaving in a distracting way, chances are they’ll miss out on the information you’re trying to deliver.

To help ensure this never happens to you again, I’d like to introduce a new skill that will save the day. All you have to do is PAUSE. One of the best times to pause is at the end of a sentence. Remember to pause and breathe after every important sentence or when looking back to the slide. Pausing will help you remember your next thought. It indicates that you are considering the needs of your audience. Pausing allows the audience to keep up with you and helps you relax.

Make Every Presentation Great!
Sheri Jeavons

It is likely that Tuesday’s inauguration will be one of the most-viewed inaugurations of all time.  There were plenty of amazing, emotional moments along the way.  However, now that the dust settled, what’s still in the headlines?  Chief Justice John Roberts’ error while reciting the oath.  It was recently reported that he was working without a copy of the oath in front of him.

While I teach in my classes never to read your speech from a script, there are exceptions to the rule.  For example, if for legal reasons you need to recite something verbatim, it is a good idea to read it from a script.  It is very difficult to memorize something word for word and when you have information that absolutely must be delivered using very specific terms, always have the text available to read from in case you need it.

However, when you do NOT have to recite something verbatim, you should NOT memorize your speech or use a script.  When you do this, your voice becomes flat, you seem unnatural and your audience will tune you out.  That’s why I recommend using PowerPoint slides with bullet points. Use the bullet points to help you remember what to say, then speak from the heart.  This will help ensure that you convey confidence, enthusiasm and your audience will surely pay attention.

Make Every Presentation Great!
Sheri Jeavons

I’m sure you’ve heard the phrase “What’s in it for me?”. And you realize that when you listen to a presentation, you pay attention to the parts that have value for you. So… when you develop a presentation, do you think about your audience and what information is most beneficial to them? Or do you delve right into what you want to tell them? 

The fastest way to lose an audience is to ignore their needs. That’s why I recommend that before you even start on your content, spend a few minutes thinking about your audience. Answer the following questions:

1.       What titles are represented?
2.       Why are they attending your presentation?
3.       What information do they want from you?
4.       How will they benefit from the information that you have to offer?

By spending just a few minutes getting focused on your audience, you are sure to keep your content on track and your audience engaged. 

Make Every Presentation Great!

Sheri Jeavons

I can’t count the number of times I’ve met people who are so terrified to give presentations that it actually holds them back in their careers. They may miss out on a promotion, not apply for a new position, or avoid jobs all together because a small part of the responsibilities includes giving presentations. 

If this describes you, it’s not too late to add one more resolution to your list for 2009. You can overcome your fear of presenting. I’ll start you off with the number one skill I teach in my live classes: Eye contact. If you can master eye contact, you will remember what to say, speak at a normal pace and feel MUCH more relaxed. Here’s how you do it:

Start by picking a friendly face in the audience, make eye contact, and talk to that person for a complete thought (approximately 3-5 seconds). Then, pick someone nearby and talk to them for a complete thought.  Repeat this exercise with small clusters of people around the room and you will be well on your way to mastering your presentation skills.    

Need a little more help? My TOP Mastery Programs and Products will help you overcome your fears and get that promotion you’ve been looking for.

Make Every Presentation Great!
Sheri Jeavons