Author: Gail Zack Anderson

Not long ago I worked with an energetic, creative group who, while focusing on presentation skills, wondered how to best engage their audiences. I asked them what engagement strategies they appreciated when they were in the audience. They had plenty of ideas about engagement techniques that I think any speaker could benefit from. These are relatively simple, and I think most of them are pretty “foolproof” as long as you approach your audience with confidence and curiosity.

As you read the list, take note of which ideas appeal to you. Which ones have you tried? What is one new idea that you might want to try? Start today to go beyond just “telling.” Get creative in order to involve and engage your listeners.

1. Plan an interactive opening using questions, asking for a show of hands, etc.
2. Ask participants to introduce themselves.
3. Ask participants to write down their burning questions before you begin.
4. Do a paper or online survey prior to meeting to engage them in thinking before they arrive.
5. Focus on benefits to the audience, asking them to confirm the benefits are important to them.
6. Ask questions of the audience during the presentation.
7. Welcome humor that happens (but avoid jokes.)
8. Enliven your slides with pictures you have taken of people, product, or locations (a great tip is to use pictures of your team when presenting to customers.)
9. Insert short video clips to hear from clients, experts, or leaders.
10. Create a “Round Robin” discussion to hear from everyone, especially when brainstorming or seeking opinions. Encourage everyone to take a turn, but allow them to “pass” if they don’t have an idea.
11. Ask listeners to discuss concerns or topics with one another or at tables.
12. Tell a story to illustrate your points. Could be a disaster or a success; stories are engaging.
13. Format your presentation like a story with a problem, actions to take, and solution.
14. Ask listeners to guess certain facts or data or leave blanks on your slides and ask them to fill in the missing words or numbers.
15. Set up a demonstration that audience members participate in.
16. Ask for volunteers to write on a flip chart, track the time, or record action items.
17. Give a quiz or a test, either at the beginning or end. Make it fun, not threatening.
18. Provide practice or application opportunities.
19. Engage them physically by asking them to stand, raise hands, clap, etc.
20. Use slides only as a backup; the audience and you come before the slides

It takes courage to do what others aren’t doing, like engaging your audience. But the payoffs are huge; a more relaxed and alert crowd, and feedback for you. Try it.

If you are presenting, odds are you are using your laptop either to walk the listeners through content in a small group, or projected on a screen to a larger group, or online when speaking with a virtual group. It’s just how we present these days. But so many people stumble over the technology, which at best makes them look unprepared and flustered. With a little common sense you can make sure technology stays in the background, where it belongs.

Follow these suggestions to make the most of your visual presentations:

• Place your presentation (or a shortcut) on your computer desktop so you can find it quickly.
• Replace personal desktop graphics with a businesslike background. No one needs to see your work space, projects, or pets.
• Turn off screen savers, instant messaging notices, automatic updates and sleep functions.
• Double-check hyperlinks to be sure they are all working, especially if you are moving your presentation from a desktop to a laptop.
• Check for compatibility with the projector ahead of time if possible.
• Set up your presentation on a break or before your session begins whenever possible.
• If your slides look dull, you probably have an old bulb in the projector. It might help to turn off lights in front of the screen. Don’t darken the room completely.
• Check your internet connectivity if needed.
• Plug in the laptop; don’t rely on the battery.
• Use a wireless slide advancer whenever possible, instead of having someone else advance your slides.
• Keep water or coffee away from your laptop.
• Always have a backup plan; your presentation on Flash Drive, intranet, or send a copy to a colleague who will be present. A hard copy will save you if all else fails.
• Compress pictures and limit the file size when on the road so that it can fit on a flash drive.
• After your presentation, be sure to pack all your cords and cables, and flash drive if you are using it.

You may be presenting as a team to win new business, update a major project, or as part of a conference or special event. Any time you are presenting as a team, you need to take specific steps to be sure the whole team works well together to make the presentation a success.

1. Select a strong team leader who has the leadership ability and authority to make on-the-spot decisions. Whether it’s content, structure, presenters, etc, this person needs to take full responsibility for the overall success of the presentation.
2. Make sure everyone understands the overall presentation objectives as well as their roles in the development of the final presentation.
3. Write your overall objective in one sentence or less. What do you want your audience to know, do, or feel as a result of the presentation? This helps you maintain focus during the preparation process.
4. Ace transitions, openings and closings. When done well, these create a smooth, cohesive presentation. When done badly, they send a poor message about the team and the organization.
5. Rehearse, rehearse, rehearse. Everyone must be completely familiar with presentation content, visual aids, and transitions between presenters. It is critical that the team practice together in order to reach a high level of comfort with the presentation and each other. A full dress rehearsal with visual aids is a must!

Team presentations provide special challenges, but if you are out to win that new account or ace that project report, the extra effort you put in up front will pay for itself in results.

A recent workshop discussion led to this question: what kind of communicator are you, really? What are the best practices to adopt in order to be a great communicator? The class participants thought about what kind of attitudes we sometimes bring to communication, and came up with this list of best practices.

As you read the list below, be aware that we tend to judge ourselves not by our actual behavior but by our intentions: “I meant to listen; it’s just that I was so busy when you called…” While it is true that your heart is probably in the right place, the pressures of time, stress and multi-tasking can undermine those best intentions and leave you with less-than-desirable behavior.

Starting today, take a look at what you actually do, since this is what the people around you actually experience. Or, if you are feeling especially brave, ask someone you know and trust to give you some feedback on how well you approach communication. Specifically, how are you doing in your communication approach?

Here are some hallmarks of the approach great communicators consistently take:

• Be polite, respectful in communication. Do you say “please” and “thank you?” Do you check with the person to see if this is a good time for them? Or do you bark out orders on your way past them?
• Be sincere. Do you really notice the others around you? Do you see them as whole people with lives and feelings? Or just as someone who can do something for you–or get in your way? When you travel, do you take time to notice all the people who serve you, from the taxi driver to the flight attendant? Do you take a moment to reaffirm the people around you, and to show them sincere appreciation?
• Be professional. Do you watch your language or let it fly? Do you have good grammar? Do you speak clearly? Do you have an obnoxious laugh? Do you tell dirty jokes? Do you gossip? Or do you try to speak professionally everywhere you go, knowing that “you never know” who might be listening.
• Be patient. Yes, you are under stress. Probably so are those around you. When you travel, do you shout at drivers ahead of you? Or are you like the passive-aggressive traveller behind me in the “professional traveller” security line who kept grumbling criticism of those ahead of him? Those stressful times are exactly when you should remind yourself to breathe.
• Be empathetic. Sometimes it feels good to vent, but not so good for the person on the receiving side. Take time to ask yourself how that person facing you feels. A smile and thank you could really help someone, and cost you very little. A brief apology if you have been unkind may make both sides feel better.
• Think, plan and prepare before talking, typing or sending. Of course you are in a hurry. Of course you are thinking of three (or ten!) things at once. But before you shoot off that hurried e-mail, think it though. Before you call someone onto the carpet, be sure you are speaking with the right person, at the right time. Before you send that newsletter, e-mail, invitation, or any other document, clear your mind and re-read it. Watch out for incomplete sentences, typos, and fuzzy thinking.

Communication is a complex, important human skill that requires your full attention. Be a great communicator. Check your communication approach.

How you speak, and the words and phrases you use, make a huge impact in the way you are perceived on the job, as well as in everyday life. For example, every time I hear someone say, “no problem,” I cringe. Why are you even bringing up the word problem? Instead, focus on the positive side of the phrase, by saying “you’re welcome,” “glad to help,” or “my pleasure.”

Here are some more positive phrases you might want to adopt, so that you are seen as a positive, can-do person.

• How can I help?
• What do you need?
• I’ll get it done.
• Of course.
• I will take care of that for you.
• I understand.
• When would you like this?
• I appreciate that.
• I’ve got your back.
• Well done.
• Thank you.
• My pleasure.
• Yes.
• You’re welcome.
• Here is what I can do…

In general, focus on what you can do, or can say yes to, instead of saying what you can’t or won’t do. It will make a world of difference in your communication.

How much time do you spend each day communicating person to person? You may be solving a problem with a customer, leading your team on a project, holding a meeting, or discussing performance issues. I bet this is a huge part of your workday. Yet most of us give very little attention to what kind of communicators we are, or what habits we have built over time. Use these five suggestions to be sure your communication is clear and effective.

1. Make sure your nonverbals match your message. When all channels are tuned in to the same frequency, the message gets through more clearly. Whenever there is a mismatch, we tend to believe the nonverbal message. Often, our nonverbals are based on habit, and we may not even be aware of what messages we are sending. For example, if you have a serious message, but deliver it with a smile on your face, your listener is likely to discount your seriousness. Therefore, take time to be aware of your nonverbals, and decide whether they are helping or hindering your communication goals.
2. Eliminate barriers. Noisy rooms, distractions, or bad timing can cause your message to get lost. When you need to have a conversation, choose a good time for both parties, and find a quiet place where you won’t be interrupted. Whether you are having a social conversation or a serious business discussion, finding the right time and place can make all the difference.
3. Eliminate weakening words. Kind of, sort of, could, might, maybe, hopefully, I think, I guess—all of these weaken your message. Consider the difference between these two sentences:

“I was kind of hoping we could sort of discuss this and maybe come up with a solution that I guess we could both hopefully live with.”

OK, that is an exaggeration, but you can see how the actual message gets lost when you add too many qualifying words. Instead:

“Let’s discuss this issue and identify a mutually acceptable solution.”

You probably won’t get rid of every qualifying word or phrase, but cleaning out the excess will help you be a more direct, impactful communicator.

4. Eliminate vague words. A little, a lot, many, not too much, soon, as soon as possible—any of these words can easily be misinterpreted, leading to major misunderstandings. Edit your words so that your meaning is clear.

Unclear:

“I would like you to clean up that report a little, and get it back to me as soon as possible.”

Much more clear and effective:

“Please make the changes we discussed, and email the expense report to me by 4:30 tomorrow.”

5. Check for understanding. You thought you were clear, but did your message get through? Before you end the conversation, check to be sure. It is a great practice to ask the other person what they heard, or to summarize your conversation, or recap what actions each of you will take as a result of the conversation. And take time to capture your own version of the conversation. Even a short statement such as, “I’m glad we could clear up this issue.” or “I will be waiting to see your final report.” summarizes your understanding of the conversation and what it means.

Communication is never perfect, but by following these guidelines you will have a great start to being a clearer, more effective communicator.

How often have you heard the following phrases?

No problem

I can’t do that

You’ll have to

I’m not going to discuss that

I’m not going to take up your time

I’m not going to go into detail

That will never work

It’s a good idea, but

It is so easy to fall into the habit of using negative expressions, or to say what you aren’t going to do. The problem is people would rather hear positives, and even remember them better. Using positive expressions helps you to be seen as a team player, a problem-solver, a go-to person. So let’s try turning these expressions into something more positive.

Better:

My pleasure, or you’re welcome

What I can do is, or let’s see what we can do

Would you, or would you mind

Here is what I can say

I will make this brief

I will provide a brief overview, or I will stay high-level

Let’s see how we can make this work

It’s a good idea, and…

Next time you hear one of these or other negative expressions, see if you can discover a more positive way to say it. And then try using positive expressions as often as you can.

Today’s speakers need to do more than impart information to their listeners. With all the competition for attention, speakers like you know it is important to connect with and engage your audiences. That may be pretty easy to do with a small group or meeting, but how about when you are speaking at a forum, an all-hands meeting, or any time your audience is large?

To add engagement and connection during your next keynote, consider doing one or more of these:

1. Ask questions of your sponsor before you even accept the speaking assignment. Is it a good match for you? Do you have value to add for your listeners?
2. Talk to some of the audience members ahead of time to find out what they know and what they want to know about your topic.
3. Do an electronic survey of your audience if possible. Be sure your talk addresses their concerns; and let them know you heard their opinions.
4. Ask the audience to state their expectations early in the session or talk. They can pop up or discuss at tables. Make sure to request short responses.
5. Ask for a show of hands, or a vote. Getting the audience involved early is key, and raising their hands is usually pretty safe. I like to ask something that is easy to respond to first, and then ask them more sensitive questions.
6. Have people vote with their feet. That means they move to a certain part of the room to both show their opinions, and sometimes to have breakout discussions. It is also a visual way for you to get feedback, and the listeners get to move. It’s a win-win as long as you can maintain control and get them back in their seats when you need them to be.
7. Use 3×5 cards to have listeners write down their questions or opinions. You could have them give each other feedback or questions by writing on the cards. Or use different colored cards to note different opinions.
8. Meet and greet your audience. Set you your room before people arrive so you can attend to them as they walk in. Smile and say hello. If you have time walk around and chat with people. Maybe have a few questions in mind to ask them. Even if you don’t love small talk, this will pay dividends when you stand up to speak in front of your “new friends.”
9. Plan an “entry” activity, such as writing comments on a flip chart, making a name tent, or writing on a virtual whiteboard (during a webinar, for example.” Again, this early engagement sets the tone for what is to come.
10. Do quick introductions. I have found that even three minutes for people to introduce themselves at tables changes the energy level in a group significantly. This seems to make it easier for people to engage and share ideas and opinions.

Engage. Connect. Listen. Make your next keynote presentation stand out from the crowd.

You know how full every minute of your day is. Packed with meetings, phone conversations, travel, family commitments, e-mail. It goes on and on. But if we let our busy lives get in the way of good listening, there is a steep price to pay. That price includes losses in efficiency, effectiveness, and even in relationships. We make mistakes, we forget what was said, we miss nuances in the conversation. Not good.

We owe it to ourselves and all those we care about at home and at work, to slow down, pay attention, and do the hard but rewarding work of listening.

This week, check your listening habits.

1. Put aside distractions. In order to really listen, you must put aside other work, turn away from the screen, and focus on the speaker. It is too easy to keep looking at your work, especially when the person is on the phone. But it is pretty obvious when someone is not listening. Listening is a skill that requires your full attention. Try it and see what a difference focus makes.
2. Focus on the entire message. Pay attention to what is being said, not on your response to it. Tune in to body language, tone of voice, facial expressions, absorbing the whole message. Watch for conflicting body language, such as a frown, folded arms over chest, or a subtle shaking of the head while saying “yes.” Non-verbals can account for as much as 55% of the message, so pay close attention to the entire message, not just the words.
3. Show that you are listening. Avoid looking around or fidgeting. Make steady eye contact, nod, and use neutral acknowledgements such as “uh-huh” or “go on.” Separate listening from responding: don’t jump in immediately with your own opinion, your story, or your advice. Listen first.
4. Adjust to the style of the other person. If they are interested in the emotional context, don’t keep asking about facts. If they are very fact-oriented, shift your listening to the rational. If they want details, focus more on details. If they want to talk big picture, let them know you see it, then ask about feelings or for further facts. Matching their style is a hallmark of good listening.
5. Check back. Ask if you are hearing them correctly. Don’t make assumptions or jump to conclusions based on partial hearing. Even if you are under pressure or tight on time, maybe especially then, slow down, breathe, and focus on hearing and paraphrasing what you are hearing. If you just can’t focus at that moment, say so, and ask to connect at another time.
6. Eliminate sound clutter. If your phone is getting a bad signal, ask to call back. If you are in a noisy place, or rushing to catch a plane, and you can’t hear what is being said, there is no way you can listen effectively. Ask to reschedule, or get yourself to a quieter place where you can hear and concentrate.

Great leaders and great communicators have a striking ability to listen well. It takes work and mental focus that you sometimes feel short on, but it is so worth it. Super listening pays dividends in better productivity and helps build better relationships. What could be more important?

How are you at speaking directly and clearly? Some of us like to “sugar coat” the truth so we don’t hurt anyone’s feelings. Others are “too blunt” to the point of harshness. If you fall in one camp or the other, finding a balanced approach might be a better way to go.

1. Pay attention to your communication for a few days, and listen for hedging with understatement, misdirection, or apology. If you hear these behaviors, you might be too soft. If you hear accusations, forceful tone or language, or lots of “you” messages, you might be too tough. To find and maintain that middle ground that is honest, direct, and clear (but short on aggression) consider the following before you speak.
2. Consider your intent. What is the purpose of this communication? Is it small talk with peers? Is it corrective in nature? Is it brainstorming? What do you want to get out of this communication? A disciplined but intimidated direct report? Or better understanding and cooperation within your team? Setting your intention ahead of the conversion is a powerful tool for driving your communication behavior.
3. Master your timing. If your direct report comes in late, or makes a mistake, you might be tempted to address it immediately. But should you? Who else—customers or coworkers—will overhear your criticism? Better wait for a private moment. Also, what about your emotions? If you are frustrated, that will impair your ability to speak in a fair, impartial way. However, if you tend to be “too nice” or postpone uncomfortable conversations, you might want to make a rule for yourself to deal with issues within the same business day.
4. Weigh your words. Words like “always” and “never” beg to be argued with. Critical words like “careless” or “incompetent” will raise defensiveness. Consider searching for wording that is truthful yet neutral. And if you tend to be too nice and indirect, consider—and rehearse if needed—direct words such as, “this report needs to be corrected today.”
5. Be aware of your body language. Watch for incongruent body language. If you are a person who smiles all the time, people may find it hard to take you seriously. Conversely, if your face or body language often looks angry or disapproving, your words may be taken as more negative than you mean them to. Strive for a neutral tone, face and body language.
6. Tune into listening skills. If you want to build communication rather than just bark out orders, it would be helpful to hone and employ your best listening skills. Ask open-ended questions to hear the other person’s point of view. Listen to what they have to say, how they say it, and what they don’t say.
7. Maintain consistency. If you want your communication brand to be “honest and direct,” you will need to continually think before you speak, choose direct words, and tell the truth. Doing these things now and then won’t build your brand, but may just confuse those you deal with, since they don’t know from day to day what to expect from you.