When it comes to presentations, a bit of persuasion can make the difference between a flop and an encore. BY BUD BAKER, PH.D., CONTRIBUTING EDITOR
QHow can I make my presentations more successful?
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In my introductory project management course, I have had a number of terrific guest speakers. One presenter was Dick Reynolds, a retired three-star general in the U.S. Air Force who now serves as senior manager at management and technology consultancy BearingPoint, McLean, Va., USA. He surprised my students by asking for their opinions on what the biggest cause of project failure is. Their guesses were all over the map: leadership, ethics, poor planning, cost overruns. But Gen. Reynolds told them that 30 years of experience had taught him otherwise: “Ninety-five percent of all project problems are caused by poor communication.”
One critical communication venue is the presentation, in which a project manager conveys information such as project requirements, status, challenges and upcoming events. Regardless of the content, there is always an element of persuasion involved—firmly convincing your audience of the accuracy and credibility of your material.
Here are eight rules to keep in mind next time you're giving a presentation:
1. Arrive early. It gives you time to catch your breath, get settled and become familiar with your equipment. Plus, it's discourteous to be late, and it's rare that an audience responds positively to a speaker who opens with a blast of rudeness.
2. Know your content cold. Obvious, huh? Now think of the last time you saw a senior executive cramming for a detailed talk, because the real topical expertise was two or three layers down in the organizational structure.
3. Be ready for feedback. Don't let audience comments and objections throw you off. Prepare for feedback the same way you would for a job interview—if it's the first time you've thought of a question, chances are your answer won't be splendid.
4. Respect your audience. We've all heard the KISS concept—“Keep it simple, stupid”—but don't let simplicity lead to condescension.
5. Stay civil and polite. Even when the going gets tough—and we've all been through presentations like that— resist the urge to fight with those who disagree. Members of your audience may ignore this rule, but you can't afford to, because picking a fight with audience members may cost you the support of those who are on your side.
6. Use humor with discretion. Done well, humor can break the ice and put the audience in a receptive mood, but it can also offend. Perform an honest cost-benefit analysis: Is it worth the chance of insulting a large portion of your audience? Also, consider whether using humor will make you appear to be treating a serious topic with something less than the gravity it deserves.
7. Live up to the limelight. People will watch your stage behavior—and form judgments about your emotion, commitment, passion and credibility based on it. That's why body language is so important. Don't weaken your message by hunkering down behind a lecture stand.
8. Finish early. We old teachers eventually learn this, even though it's counterintuitive. If students are paying for this class, the naive reasoning is that they should be thrilled if class runs a little long. But chances are, it's been a while since you heard someone say, “Great presentation—I just wish it had gone on a little longer.” Wrap up five minutes early, and you give audience members a bit of that same invaluable gift they bestowed on you: time.
Any speaker—or writer—knows you want to leave them begging for more. PM
APersuasive presentations are critical in conveying project requirements, status and challenges. Mastering the power points of preparation, punctuality and poise will leave the crowd convinced.
Bud Baker, Ph.D., is a professor of management and leader of the project management MBA program at Wright State University, in Dayton, Ohio, USA. Please send questions for Ask PM Network to [email protected].