JWI 505 JWMI Delivery Business Strategic Planning Presentation

JWI 505: Business Communications and Executive Presence
Lecture Notes
WEEK 9: THE PRESENTATION
The Stage: Speaking Before an Audience
People fear public speaking more than they fear dying … That’s right: we actually fear speaking in front of
other people, on average, more than we fear being killed. This may be a primal instinct born of centuries of
tribal conduct. “When faced with standing up in front of a group, we break into a sweat because we are
afraid of rejection,” writes Glenn Croston, Ph.D., in Psychology Today 1. “And at a primal level, the fear is so
great because we are not merely afraid of being embarrassed or judged. We are afraid of being rejected
from the social group, ostracized, and left to defend ourselves all on our own. We fear ostracism so much
today, it seems, fearing it more than death because, in ancient times, getting kicked out of the group
probably really was a death sentence.”
Body Language and Vocal Quality
There’s a simple question you have to ask yourself both before and during any presentation: “Am I being a
bore?” Boredom is the cardinal sin of presentations. If you bore your audience, you will lose them. If you
lose them, they will disengage. You will seem less authentic, and they will not give you their attention or their
buy-in. You need them to be interested. You need them to care.
Who will care about your presentation if you don’t first? You must have passion. You must also focus on the
output, never the inputs. Don’t tell your audience how hard you worked putting together the presentation.
That effort will speak for itself when you present. Nobody wants to hear how difficult the speaker found
preparing the speech.
Don’t be afraid to practice your presentation, either. Business leaders spend a lot of time and effort learning
the facts, understanding the technical data, and practicing the content of their presentations – sometimes up
to the very moment they address the audience. But memorizing your presentation is not enough to
communicate and engage effectively and authentically. In fact, it may even raise your anxiety levels to
practice feverishly up to the last minute. This can raise your heart rate and tighten your muscles while
making you sweat. Your voice will quiver. You will look and sound nervous. This will undercut your credibility
with the audience and could even kill your presentation.
1
https://www.psychologytoday.com/blog/the-real-story-risk/201211/the-thing-we-fear-more-death.
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JWI 505 – Lecture Notes (1194)
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JWI 505: Business Communications and Executive Presence
Lecture Notes
This is because the words and content that you use, while important, are far less important than nonverbal
traits you exhibit. Especially in the first few minutes of a presentation, you must capture the audience’s
attention. Your audience will decide in those first few moments how attentive they will be, and for how long,
based on how you look, how expressive you are, and how you sound. Offend them, bore them, or lose them
in those critical opening moments, and they will tune you out.
Consider an actor just before they go on stage. You will never see professional actors practicing their lines
just before they do a scene or walk on stage for a play. Instead, they engage in a variety of exercises
intended to relax their minds and bodies. Athletes, likewise, stretch or even listen to music to “psych
themselves up” and help get their bodies ready. They do not sit or stand on the sidelines reading the
playbook right before the game.
Reframing Anxiety
Do you frequently become anxious when you present? One very potent way to deal with this problem is
reframing. Reframing is a means of changing your perspective to make the scenario less intimidating. It is
arguably an aspect of neuro-linguistic programming, an alternative therapy that teaches effective
communication and stresses the link between how you think about a problem and how that problem makes
you feel. The idea is that, if you use language that reinforces positivity and a can-do attitude, you can better
prepare yourself mentally to succeed.
For example, good leaders may reframe a problem by refusing to call it a problem. Labeling a situation a
problem immediately makes it a negative in the minds of your colleagues and in your own mind. Instead,
good leaders will label that situation an opportunity for growth or process improvement. This makes a
collaborative, constructive solution much easier to achieve because those working toward an opportunity
have a much more positive attitude than those working to find a way out of a problem.
When you feel anxious before a presentation, try reframing your anxiety as feelings of excitement. After all,
you are worked up about the opportunity before you, and reframing your feelings is much easier and more
productive than suppressing them. Your natural physiological response to public speaking, which also
negatively impacts much of the population, will likely not be that you are calm. Use the surge of adrenaline
to your advantage to communicate with passionate presence.
Expressiveness, Tone, Confidence, and Connection
Many people falsely believe that the workplace is not somewhere you should be expressive. Expression has
gotten a bad rap because some associate it with being dramatic and emotional or unprofessional. In other
words, many in the business world associate being expressive with taking your work too seriously – or not
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copied, further distributed, or otherwise disclosed, in whole or in part, without the expressed written permission of Strayer University.
JWI 505 – Lecture Notes (1194)
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JWI 505: Business Communications and Executive Presence
Lecture Notes
taking it seriously enough. You don’t want to be flamboyant or melodramatic, but you do want to be
confident, lively, and vibrant. Don’t be afraid to be expressive in this context.
If you can connect with your audience before a presentation, you should do so. Working your way through
the audience, introducing yourself, shaking hands, smiling, and thanking people for their time and attention
can help you connect to that audience before you’ve begun to speak. This will also loosen you up and make
you more comfortable with the audience you are about to address.
Every presentation is a conversation. Only the size of the audience changes. Approach that presentation
just as you would talk to another person: build that relationship, making eye contact with audience member
after audience member. Speak to them conversationally, as you would a single colleague. Make each
audience member believe you are speaking to them individually.
The key to establishing this individual connection, even with a massive audience, is to bring your confident,
passionate, professional self to the conversation. Move around a little on stage. Don’t pace maniacally, but
don’t stand stock-still behind the podium, either. Look for opportunities to incorporate something you learned
from the audience, when you introduced yourself before the presentation or during the presentation itself.
This could be something as simple as addressing one of the participants by name.
Always connect with your audience. Tell a story, be humble and vulnerable, vary your tone to keep the
presentation from becoming a monotonous monologue, and above all, ask questions. Asking the audience
questions, and listening well to their questions of you, is the best way to keep the audience engaged. When
they feel the presentation is a two-way conversation, they will be more likely to stay with you throughout.
Finally, remember to keep your tone and your energy level appropriate to the situation. When delivering bad
news, for example, you need to look and sound more sober than when delivering celebratory news.
In method acting, actors set out to convey the truth. They build a cognitive and emotional understanding of
the role. This enables them to internalize the feelings of the situation, which, in turn, makes them come
across authentically. As discussed in the first weeks of the course, you have to connect with your true self,
your real feelings, through reflection. You must then share your authentic self with the audience. When you
are authentic, your messages will convey the appropriate tone and body language. Always remember that
truth resonates.
Leveraging Your Messages
At every stage of a presentation – before, during, and after – your executive presence and your business
communication skills will help you leverage the messages needed to achieve your goals. By getting
everyone participating toward a collaborative solution, and by positioning all participants for a win-win
scenario, you can tie any presentation to the mission and values of the organization. Using stats and stories,
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JWI 505 – Lecture Notes (1194)
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JWI 505: Business Communications and Executive Presence
Lecture Notes
in conjunction with fully present answers to audience questions and necessary follow-up, will allow you to
connect the dots at every point along the way. Setting objectives and getting aligned buy-in raises the
effectiveness of the organization and gives meaning to the work.
Questions and Answers
A presentation is not a monologue. At least, it shouldn’t be. You’ve got to be prepared for questions before,
during, and after the presentation. Questions can happen at any time. Asking that the audience hold
questions until the end may not be enough to stop them from interrupting. And refusing to answer a
question, once asked, may risk losing the goodwill and empathy you’ve built up with the audience to that
point. Be ready to stay true to your objectives, even when the path is not a straight line. You’ve got to roll
with questions as they come, while still staying on message in the long run.
But what about the questions you can’t answer? Nobody can be prepared for everything. If you flounder, this
will also undercut your credibility. Your discomfort will affect the audience and damage your rapport with
them.
•
Always acknowledge the question and the questioner. You can’t ignore it and you can’t afford to put
it off.
•
If you don’t know the answer, don’t lie. Admit that you don’t know, but do it professionally and
diplomatically. In other words, don’t hem and haw. Just state directly that you don’t have that answer
yet, but that you will get it.
•
Ask the questioner for their contact information and ask them if you can get back to them within a
specific timeframe. Then, be sure to follow up and do just that.
When the time comes for questions, be sure to welcome them. Listen to others’ perspectives whenever
possible. Ask the audience directly for their participation. Acknowledge the value in their questions, agree
whenever you genuinely do, and share your thoughts in a way that is authentic and earnest. Never be
defensive or argumentative. By listening well, you can identify opportunities in which your audience makes
the point for you.
Following Up
A presentation may end abruptly. Even when you have made all your points, questions have been asked
and answered, and the next steps have been acknowledged, it may be the case that time ends before the
needed commitment, buy-in, or decision has been achieved. When this happens, it may be possible to push
for a response. Ask for the answer. If one can’t be provided, ask what obstacles stand in the way of getting
that answer, and then follow up. Follow-up can come in the form of one-on-one conversations to get closure
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copied, further distributed, or otherwise disclosed, in whole or in part, without the expressed written permission of Strayer University.
JWI 505 – Lecture Notes (1194)
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JWI 505: Business Communications and Executive Presence
Lecture Notes
or buy-in, or to communicate decisions made. It can also mean circling back to detractors or holdouts. This
will help you see if you can bring them along individually or mitigate their concerns, so the project can move
forward.
Every Presentation Matters
Whenever presenting, whether to a single person or a thousand people, be yourself. Be authentic. Be
present. Inspire and engage others with your authentic passion. Match your expressiveness and your tone
to the confidence and inspiration the situation requires by reflecting on the feeling of the situation.
Human beings are transparent creatures. When our words and our expressions are matched by our truth,
then our confidence, the appropriate tone, and the necessary energy will emerge naturally. When we follow
up appropriately while leveraging our messages against our leadership presence, we are better able to
engage with our fellow humans.
When you engage with others, you more effectively build relationships with them. This builds opportunities
for collaborative problem solving, which, in turn, positions both you and your organization to win.
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JWI 505 – Lecture Notes (1194)
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JWI 505: Business Communication and Executive Presence
Academic Submissions and Evaluation
Assignment 3: Presentation Design and Delivery
Due Week 9, Sunday (Weight: 25%)
“The art of communication is the language of leadership.” James Humes
For this assignment, you will apply the practices of planning, creating, and delivering an impactful professional
presentation. Identify an important presentation coming up at work in your near future. If you don’t have one on
the horizon, choose a worthy topic for your role, business, or industry. This could be a presentation at a
conference, or to your board, your management team, your own team, or a few key decision-makers in your
organization.
Instructions
Prepare a PowerPoint presentation slide deck of 20 slides or less. Apply slide design best practices: use minimal
text, include images and/or charts, and format slides professionally.
1. Deliver a 6-8 minute presentation, using Zoom. The video must include you and your slides. (See
your Blackboard course for instructions on using Zoom.)
2. Your presentation will be assessed using the below criteria:
a. Objectives are clear.
b. An impactful opening statement is used to engage the audience, set context, and/or create
relevant meaning for the audience.
c.
Delivery exhibits strong, professional stage presence, confident body posture, authenticity,
appropriate tone, demonstration of passionate purpose, and connection to audience (feels
more like a conversation than a speech).
d. Communication is clear, targeted, succinct, and utilizes the beginning and end effectively.
e. Presenter is the focus. Slides serve only as visual aids to support the objective.
f.
Presenter is professional in look (appropriate business attire, distance to computer, angle,
and setting with neutral, non-distracting surroundings).
Professional Formatting Requirements:
• Include a PowerPoint cover page containing the title of the assignment, the student name(s), the
professor’s name, the course title, and the date.
© Strayer University. All Rights Reserved. This document contains Strayer University confidential and proprietary information and may not be copied,
further distributed, or otherwise disclosed, in whole or in part, without the expressed written permission of Strayer University. This course guide is
subject to change based on the needs of the class.
JWMI 505 – Assignment 1 (1184)
Page 1 of 2
JWI 505: Business Communication and Executive Presence
Academic Submissions and Evaluation
Assignment 3: Rubric
Weight: 25%
Criteria
1. Slide deck
follows design
best practices,
supports the
student’s
presentation.
Assignment 3: Presentation Design and Delivery
Unsatisfactory
Low Pass
Pass
High Pass
Honors
The slide deck
does not follow
design best
practices and
does not support
the student’s
presentation.
The slide deck
follows some
but not all of the
design best
practices and
provides limited
support for the
student’s
presentation.
The slide deck
satisfactorily follows
most of the design
best practices, and
it provides good
support for the
student’s
presentation.
The slide deck
completely
follows the design
best practices,
and it provides
strong, targeted
support for the
student’s
presentation.
The slide deck
excellently
follows the design
best practices,
and it provides
exemplary
support for the
student’s
presentation.
Does not or meet
the criteria.
Partially meets
the criteria.
Includes some
but not all of
these: clear
objectives, an
engaging
opening
statement, clear
communication,
and a
professional
presence.
Satisfactorily meets
the criteria. Includes
most of these: clear
objectives, an
engaging opening
statement, clear
communication, and
an adequate
professional
presence.
Completely meets
the criteria.
Exemplarily
meets the criteria.
Presentation has
clear objectives
and an engaging
opening
statement.
Presentation has
clear objectives
and an excellent
opening
statement.
Student
communicates
clearly and has a
strong
professional
presence.
Student
communicates
clearly and has
an excellent
professional
presence.
The video has a
partially
professional
look and feel. It
is over the 8
minute time
limit, but by no
more than 2
minutes.
The video has a
satisfactorily
professional look
and feel. It may be
over the 8 minute
time limit, but by no
more than 1 minute.
The video has a
good, strong
professional look
and feel. It may
be over the 8
minute time limit,
but by no more
than 30 seconds.
The video has an
extremely
professional look
and feel.
Weight: 40%
2. Delivers an
engaging, clear,
and professional
presentation that
meets the
assessment
criteria.
Weight: 40%
3. The video has
a professional
look and feel. It
adheres to the
6-8 minute
timeframe.
Does not include
clear objectives or
an engaging
opening
statement;
student fails to
communicate
clearly and does
not have a
professional
presence.
The video does
not have a
professional look
and feel. It is over
the 8 minute time
limit by more than
2 minutes.
Weight: 20%
It also adheres to
the 6-8 minute
time limit.
© Strayer University. All Rights Reserved. This document contains Strayer University confidential and proprietary information and may not be copied,
further distributed, or otherwise disclosed, in whole or in part, without the expressed written permission of Strayer University. This course guide is
subject to change based on the needs of the class.
JWMI 505 – Assignment 1 (1184)
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REPRINT H03ETV
PUBLISHED ON HBR.ORG
APRIL 06, 2017
ARTICLE
MANAGING YOURSELF
6 Ways to Look More
Confident During a
Presentation
by Kasia Wezowski
This document is authorized for use only by Eric Smith in Business Communications at Strayer University, 2019.
MANAGING YOURSELF
6 Ways to Look More
Confident During a
Presentation
by Kasia Wezowski
APRIL 06, 2017
Several years ago, colleagues and I were invited to predict the results of a start-up pitch contest in
Vienna, where 2,500 tech entrepreneurs were competing to win thousands of euros in funds. We
observed the presentations, but rather than paying attention to the ideas the entrepreneurs were
pitching, we were watching the body language and microexpressions of the judges as they listened.
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We gave our prediction of who would win before the winners were announced and, as we and the
audience soon learned, we were spot on. We had spoiled the surprise.
Two years later we were invited back to the same event, but this time, instead of watching the
judges, we observed the contestants. Our task was not to guess the winners, but to determine how
presenters’ non-verbal communication contributed to their success or failure.
We evaluated each would-be entrepreneur on a scale from 0-15. People scored points for each sign
of positive, confident body language, such as smiling, maintaining eye contact, and persuasive
gesturing. They lost points for each negative signal, such as fidgeting, stiff hand movements, and
averted eyes. We found that contestants whose pitches were rated in the top eight by competition
judges scored an average of 8.3 on our 15-point scale, while those who did not place in that top tier
had an average score of 5.5. Positive body language was strongly correlated with more successful
outcomes.
We’ve found similar correlations in the political realm. During the 2012 U.S. Presidential election, we
conducted an online study in which 1,000 participants—both Democrats and Republicans—watched
two-minute video clips featuring Barack Obama and Mitt Romney at campaign events delivering both
neutral and emotional content. Webcams recorded the viewers’ facial expressions, and our team
analyzed them for six key emotions identified in psychology research: happy, surprised, afraid,
disgusted, angry, and sad. We coded for the tenor of the emotion (positive or negative) and how
strongly it seem to be expressed. This analysis showed that Obama sparked stronger emotional
responses and fewer negative ones. Even a significant number of Republicans—16%— reacted
negatively to Romney. And when we analyzed the candidates’ body language, we found that the
President’s resembled those of our pitch contest winners. He displayed primarily open, positive,
confident positions congruent with his speech. Romney, by contrast, often gave out negative signals,
diminishing his message with contradictory and distracting facial expressions and movement.
Of course, the election didn’t hinge on body language. Nor did the results of the start-up competition.
But the right kinds of non-verbal communication did correlate with success.
How can you send out the same signals—and hopefully generate the same success? At the Center for
Body Language, we’ve studied successful leaders across a range of fields and identified several
positions which are indicators of effective, persuasive body language.
The box
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Early in Bill Clinton’s political career he would punctuate his speeches with big, wide gestures that
made him appear untrustworthy. To help him keep his body language under control, his advisors
taught him to imagine a box in front of his chest and belly and contain his hand movements within it.
Since then, “the Clinton box” has become a popular term in the field.
Holding the ball
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Gesturing as if you were holding a basketball between your hands is an indicator of confidence and
control, as if you almost literally have the facts at your fingertips hands. Steve Jobs frequently used
this position in his speeches.
Pyramid hands
When people are nervous, their hands often flit about and fidget. When they’re confident, they are
still. One way to accomplish that is to clasp both hands together in a relaxed pyramid. Many business
executives employ this gesture, though beware of overuse or pairing it with domineering or arrogant
facial expressions. The idea is to show you’re relaxed, not smug.
Wide stance
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How people stand is a strong indicator of their mindset. When you stand in this strong and steady
position, with your feet about a shoulder width apart, it signals that you feel in control.
Palms up
This gesture indicates openness and honesty. Oprah makes strong use of this during her speeches.
She is a powerful, influential figure, but also appears willing to connect sincerely with the people she
is speaking to, be it one person or a crowd of thousands.
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Palms down
The opposite movement can be viewed positively too—as a sign of strength, authority and
assertiveness. Barack Obama has often used it to calm a crowd right after moments of rousing
oration.
The next time you give a presentation, try to have it recorded, then review the video with the sound
off, watching only your body language. How did you stand and gesture? Did you use any of these
positions? If not, think about how you might do so the next time you’re in front of an audience, or
even just speaking to your boss or a big client. Practice in front of a mirror, then with friends, until
they feel natural.
Non-verbal communication won’t necessarily make or break you as a leader, but it might help you
achieve more successful outcomes.
Kasia Wezowski is the founder of the Center for Body Language, the author of four books on the subject, and the
producer and director of Leap, a documentary about the coaching profession.
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