IEEE-USA E-Books

Technical Presentations
A series of four books discussing how to prepare, write and effectively deliver technical presentations.

BOOk

BOOk

2
BOOk

Strategy - Preparation and Planning

Structure Anatomy of a Successful Presentation

3 Style - Dynamic Delivery Techniques 4

BOOk Effective Visual Aids By Nita K. Patel

TECHNICAL PRESENTATIONS A series of four books discussing how to prepare, write and effectively deliver technical presentations. Book1: Strategy - Preparation and Planning Strategize to help you plan and prepare the presentation Book 2: Structure - Anatomy of a Successful Presentation Structure to write an informative, educational or persuasive presentation Book 3: Style - Dynamic Delivery Techniques Style your delivery to be clear, concise and engaging Book 4: Supplements - Effective Visual Aids Supplement your presentation with effective PowerPoint slides or other visual aids

Published and Hosted by IEEE-USA. Copyright 2010 by Nita K. Patel. All rights reserved. Printed in the U.S.A. Edited by Georgia C. Stelluto, IEEE-USA Publishing Manager Cover design and layout by Josie Thompson, Thompson Design

This IEEE-USA publication is made possible through funding by a special dues assessment of IEEE members residing in the United States. Copying this material in any form is not permitted without prior written approval from IEEE.

Table Of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Anxiety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Vocal Variety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Power . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Pitch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Pace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Articulation/Pronunciation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Breath . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Pause . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Eye Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Duration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Your Eyes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Gestures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Facial expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Stage/Speaking Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Authenticity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Condence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Enthusiasm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Body Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Intangibles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Question & Answer (Q&A) Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Appendix A: Body Language Examples . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Bibliography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 About the Author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Introduction
personal introduction, captivating opening, interesting body and compelling conclusion comprise the four major parts of a successful presentation (see Book 2 for details). Once you have an organized and well-written presentation, shift your focus to delivery by incorporating eye contact, varied voice and uid body language. In research published in 1967, Albert Mehrabian came to two conclusions about communications that shed light on the importance of words, voice and body language. His research led to the now often quoted 7-38-55 rule. Mr. Mehrabian stated the following two points. 1. There are three elements in any face-to-face communication: a. Words b. Tone of voice c. Nonverbal behavior (e.g., gestures, facial expression)

2.  Non-verbal elements are particularly important for communicating feelings and attitude, especially when they are incongruent. If words disagree with the tone of voice and non-verbal behavior, people tend to believe the tone of voice and non-verbal behavior. According to Mehrabian, these three elements, often abbreviated as the three Vs: Verbal, Vocal and Visual, determine our liking for the person who is sharing a message concerning their feelings. Words (verbal) account for 7% of the message; tone of voice (vocal), 38%; body language (visual), 55%. What we can learn from the 7-38-55 rule is that for effective and meaningful communication, these three parts of the message need to support one another; that is, the three elements have to be congruent. In the case of any incongruence, the receiver of the message will give more weight to body language and tone of voice than the words used in conveying the message. Content and words in your presentation are important. However, when your voice and body language disagree with your words, people will believe your voice and body language over your words. When delivering a presentation, it is critical to match your words with supporting tone of voice and body language because these elements comprise much as 93% in conveying your message.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Mehrebians Rule does not mean that words are inconsequential to a presentation. Presentations must have meaningful content and be written in a well-formed manner. The rule simply highlights the importance of aligning words with non-verbal clues such as tone of voice and body language when presenting.

5 Percentage
Winston Churchill

If the verbal and non-verbal communication is disconnected, your audience will believe the non-verbal element. For example: If you say to an audience, Im really glad to here today! but you are yawning, have poor posture or talk in a monotone voice, the message you are sending is that you are not excited to be there. Synchronize the entire message, verbal (words) and non-verbal (tone, voice and gestures). Supplement the written presentation with a dynamic, congruent delivery to result in powerful presentations. Later sections in this book, Technical Presentations Book 3: Style Dynamic Delivery Techniques, will discuss components of dynamic delivery including eye contact, body language and tone of voice.

We are masters of the unsaid words, but slaves to those we let slip out.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Anxiety
ost presenters are comfortable researching and compiling a presentation. However, when asked to present, anxiety, nervousness and fear set in. Anxiety, nervousness and fear are natural emotions for presenters, especially for those who do not present often. The difference between practiced and novice presenters is that practiced presenters know their nervous habits and know how to handle them. The rst step in reducing your nervous habits is to identify your most common nervous habits. Do you Stick your hands in your pockets, Play with your jewelry, Smack, lick or bite your lips, Play with your wedding band, Clasp/unclasp your hands, Pace, Play with a pen, laser pointer or item in your hand, Play with your hair, Lean on the table, a chair or against the wall or Use uncontrolled, out-of-sync gestures? Identify your typical nervous habits by presenting in front of a mirror or asking friends and family to identify nervousness as you present. Once you are aware of these habits, you can work to reduce or control them. Most of the time, presenters display nervous, distracting non-verbal communication due to a lack of condence. You can work to increase your condence thereby reducing your nervous habits. The following tips provide methods for controlling your anxiety and boosting your condence. P  repare: Research your material. Know to whom you will present. Know where you will present. Prepare a coherent outline. Arrive early and organize your equipment. Anticipate problems and develop contingency plans. Prepare responses to anticipated questions. Being prepared will boost your condence, give you peace of mind and reduce your anxiety. V  isualize success: Visualize yourself giving the presentation. Visualize the sights, smells, sounds and feeling of giving the presentation successfully. Imagine that you are delivering your presentation to an audience that is interested, enthused, smiling and reacting positively. Recall this positive image before you begin your presentation. Having a positive visualization can help you feel more condent, thereby ensuring the success you visualized.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

 D  rink water: Adrenalin can cause a dry mouth. Have a glass of room-temperature water handy. Avoid cold water because the cold temperature constricts your vocal cords. Pause to take sips occasionally, especially when you want to emphasize a point. The pause will accentuate the point and allow your audience time to think. Y  awn (before the presentation): A yawn will relax tense jaw muscles and give you a fresh supply of oxygen. With your facial muscles relaxed, you will feel calmer and speak more clearly. Yawn a few minutes before presenting. You do not want to yawn during your presentation. To ensure you do not get drowsy during your presentation, avoid eating too much before your  presentation. A full stomach will make you drowsy.

Physical Symptoms of Nervousness

SyMpTOM Dry Mouth Out of breath SOLUTION Sip room-temperature water periodically Slow down. Take a full breath between each sentence Rest them on the lectern or let them hang at your sides Pause. Take a breath. Ignore it. Focus on your topic

Shaky hands Nausea

S  tand tall: Standing up straight helps you look and feel more condent. It also allows for more airow and deeper breaths. Concentrate on pushing your shoulders back slightly when standing. This motion will improve your posture. This technique will also help release tension in your upper body. Standing straight and tall helps you to speak more clearly and project farther.  Smile: Smiling is a natural relaxation technique. Smile and the world Smiling engages the audience. A warm and condent smile will put you at ease. If you smile, people smiles with you will smile back at you giving your encouragement to continue. When you smile, you project condence. If your speech is somber, ensure that a smile is appropriate before smiling too broadly or too much.

D  ress appropriately: Dress at least one level above how you expect the audience to be dressed. For technical presentations, business casual is usually appropriate. Clean and tidy appearance is necessary for both business and social occasions. Dressing nicely will boost your condence and make you seem authoritative, credible and persuasive. Do not wear clothing or accessories that may distract the audience. Clashing colors or dangling jewelry can be distracting. Make sure you know the traditions and norms for the culture in which you will be speaking.  Concentrate on your core message: Remember that your purpose is to motivate, persuade or educate. Focus on why you are presenting rather than on how you are presenting. Focusing on your message and your passion for and knowledge of the topic rather than on your nervousness will give you condence and encouragement.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Think positive: Envision success. Focus on the positive aspects of your presentation. Practice positive, genuine self-talk. Remember that the audience wants you to succeed. They will be very forgiving because they want to hear your message. They are not too concerned about how you present the information as long as you can convey your core message adequately. S  peak slowly: Slowing your pace will calm you. Additionally, it makes it easier for the audience to hear and understand your words. P  lan for the unexpected: Consider potential problems, such as the lights going out or the slides not being available, and plan for these situations. Preparation will help reduce your anxiety. As you work to reduce your anxiety, remember two key points: (1) 90% of your nervousness will not be evident to the audience and (2) the audience wants you to succeed. Most nervous indicators such as shaky hands or butteries in your stomach will not be evident to your audience. Because your audience wants you to be successful, they will forgive mistakes you make. Even the most experienced presenters experience anxiety, stress and fear during their presentations. Condent and professional speakers have simply learned how to manage and calm their nerves as they deliver their presentation. Reduce anxiety through the techniques discussed above and gain condence through experience.

Two rules to follow: 1. Dont sweat the small stuff. 2. Its all small stuff.
Robert Elliot

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Vocal Variety

nce you have a handle on your anxiety, you can focus on improving your delivery. Your delivery should align with your content, and both should align with the sound of your voice. Power, pitch and pace characterize your voice. No matter how interesting your content, a monotone delivery will bore the audience. Pay attention to your voice. Your voice is a key component of your presentation. Adjust power, pitch, pace and pauses to deliver a dynamic presentation.

Power
Power is the volume (i.e., softness or loudness) of your voice. Your goal is to be heard by the entire audience. To determine the right volume for your presentation, practice with friends. Ask them to raise their hands at the point your volume is uncomfortable. Note that you may think you are shouting although the audience thinks the level is just right. Adjust your volume based on the size of the room and number of people in the room. For a large room, increase your volume. Speak louder with more projection in a crowded room or in a room with competing noises, such as a humming heater or other background noises. When speaking in a very large room, use a microphone to amplify your voice. Note that the denition of loud will differ for different individuals. Determine your comfortable volume through experimentation. There is no single, correct volume for all presentations. Adjust your volume up and down to add interest to the presentation or to demonstrate different emotions. Align variations in volume with emotional content. Use a loud voice to express anger, excitement, passion or joy. Use a quiet voice to express fear, conspiracy or sadness. Lower your voice to draw the audience in and raise your voice to make a point. If you want to increase the tension, to speak more intimately or to sound conspiratorial, speak softly. Remember that yelling may help you increase your voice volume Project for power for a short while. However, it will leave your throat sore and may strain your voice. To project with more power, focus on your lungs rather than your mouth or throat. Stand up straight, take a deep breath and use more air to carry the sound as you speak. Repeat this exercise and try to project farther and farther in the room. Through practice, this process will become more natural and help you project better when presenting to a group.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

10

Pitch
In addition to volume, adjust your pitch throughout the presentation. Pitch is the frequency, i.e., the tone, of your voice. To some extent, you are born with your voice pitch (soprano, mezzo-soprano, tenor or baritone). However, you can adjust your pitch through practice. Speakers tend to increase slightly their natural pitch in formal speaking situations due to nervousness. To help you identify this tendency, ask someone to listen to you and notify you when you raise the pitch of your voice. Varying your pitch will add inection and character to your words. You can change the meaning of a word or sentence by varying your pitch. For example, say Oh and drop your pitch as you say it. This might imply disappointment. State Oh and raise your pitch as you say it. This might imply surprise or joy. The very same word, spoken with a different pitch, has different meanings. Vary your pitch according to the importance of the expression. For instance, increase your pitch when you are excited, are being assertive or are fearful. Decrease your pitch when delivering a somber message or to indicate tiredness, boredom or slow action. If your speech contains dialogue for several characters, varying your pitch is an excellent way to distinguish between them. Use pitch to highlight written punctuation such as exclamation points or question marks.

Pace
Another way to add variety to your vocal presentation is to vary your pace. Pace is your speaking rate; that is, how quickly or slowly you speak. The length of the pause between your words affects pace. The amount of time spent enunciating each word affects pace. A conversational speaking pace is approximately 125 to 160 words per minute. Vary your pace throughout your presentation to add interest. Increase your pace to heighten the emotion in a dramatic story. Decrease your pace when delivering key phrases or to emphasis certain words. Nervous speakers tend to speak quickly. If you speak too quickly, the audience struggles to absorb the information presented. A primary reason presenters speak too fast is that they attempt to present too much information in too little time. It does not help the audience to have more information that they do not have time to absorb and understand. It is better to provide less material and to explain it more clearly.

Normal speaking rate = 125-160 words/minute

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Articulation/Pronunciation
Articulation and pronunciation are other important contributors to vocal variety. Articulation, also known as diction, is how you enunciate words. Do you tend to mumble words? Are the beginning and end of your words audible and clear? The best way to improve your diction is through tongue twisters, such as If Peter Piper Picked a peck of pickled peppers, where is the peck of pickled peppers Peter Piper picked? When practicing tongue twisters speak slowly and carefully. Make certain the words are crisply spoken to avoid jumbling the words together. Repeat the tongue twister at a faster and faster rate until you reach a maximum speed that is still coherent and crisp. Pronunciation differs from articulation in that you might be able to say a word clearly but you might say it incorrectly. Therefore, you would have articulated properly but pronounced improperly. Proper pronunciation is knowing how to say a word. Improving your pronunciation takes time. The rst step is training your ear to hear different sounds. Dictionaries offer pronunciation guides. With online dictionaries, you can hear the correct pronunciation for words with which you might not be familiar. Use these resources to help you learn the proper pronunciation for words. To measure your articulation and pronunciation, record yourself while presenting. Can you clearly identify your words? If not, slow down and continue practicing until you are able to articulate the words clearly.

11

Breath

Breath

Your voice (power, pace, pitch and pronunciation) is affected by your breathing. When your breathing is irregular, your voice may sound high-pitched or quiver. Breathing deeply relaxes the larynx; therefore, breathing deeply allows your voice to settle into a comfortable, natural sound. Speaking too fast is often the result of not stopping to breathe often enough. Slow down your speaking by breathing; that is, consciously take a breath during your presentation. Use shorter sentences in your delivery to allow you more time to breathe in between thoughts. If your voice sounds strained, you may be using all the air you take in. You can improve a strained sound through the following exercise. Practice a breathy sound. Then gradually add more and more vocal sound to it. Speaking too softly usually results from not taking in and using enough air. Not using enough air can cause you to sound dull and lifeless. Practice breathing and pay special attention to your posture. By breathing deeper and then using all the air in your sound, you create a more energetic sound and you feel more energized. Practice good breathing technique several times a day. You can practice deep breathing while driving or sitting at your desk. By practicing deep and natural breathing, you will help your body prepare for proper breathing during a presentation.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

12

Summary
Once you have identied your normal speaking voice and worked to identify characteristics of the speaking voice you want to have, you can experiement with power, pitch and pace to get a varied mix for your presentation. Until you are comfortable automatically adjusting volume, pitch and pace in a presentation, write notes at specic points in your presentation to change your voice volume, pitch or pace. Identify natural changes in voice as you read aloud the presentation and make note of these. Note that we hear ourselves through our inner ear but the audience hears our voice as it is being projected. DJs wear headphones so they can hear themselves the same way the audience hears them. Try this technique during your practice to get a feel for how you sound. You can also listen to your voice by cupping your right hand around your right ear and gently pulling the ear forward. Next, cup your left hand around your mouth and direct the sound straight into your ear. This helps you to hear your voice as others hear it. Identify the components you like and do not like about your voice. By practicing and getting feedback, you can improve your vocal variety making for a more dynamic delivery. Varying your power, pitch and pace will help you maintain your audiences interest.

Words mean more than what is set down on paper. It takes the human voice to infuse them with shades of deeper meaning.
Maya Angelou

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Pause
any speakers underestimate the power of a pause, a powerful communication technique. Presenters mistakenly think that silence is uncomfortable for the audience. In fact, silence is more uncomfortable for the speaker than the audience. Pausing has many benets and is a powerful tool to use as a presenter. Dynamic presenters understand and use the pause. Instead of lling space in between sentences or paragraphs with UMs, AHs or YOU KNOWs, pause. Filler words dilute your presentation and rob the speech of its strength. Filler words make you, the presenter, seem unsure and tentative rather than condent and knowledgeable. Replace ller words with a powerful pause. Pause when you are searching for a word or the next thought. With your eyes focused on the audience rather than the oor or ceiling, pause and collect your thoughts. This method will not only give you time to nd the next words but also give the audience time to assimilate what you have just said. Pause longer than you think you should. For most presenters, one to three seconds at the end of a sentence feels like an eternity. Fear and pressure change our sense of time. Since most presenters fear public speaking, one to three seconds feels as long as a minute. However, one to three seconds of silence is bliss to the audience. A pause gives the audience time to think about and assimilate what they have heard. The pause allows the audience time needed to appropriately le the information in their memories or repeat the information to help them remember the point better. Pauses are very powerful. Incorporate a pause into your presentation in the following circumstances: Humor: A pause gives the audience time to laugh without missing the next joke. A  nticipation: A pause builds anticipation and makes the audience wonder about and prepare for what is coming next.  Question: A pause after asking a question allows the audience to answer the question posed and get them mentally involved in your presentation.  Understanding: After sharing a complex example or concept, pause to allow your audience to absorb what you have shared. Thought: Pause briey to allow yourself and the audience time to think. S  eparation: A pause helps separate thoughts. Pause when changing direction in the presentation. The pause signals a break in the ow allowing your audience to understand that you are changing direction and moving to a different point. Impact: Use the pause for impact to dramatize a point or gain the audiences attention. For example, pausing after your introduction and scanning the audience will convey an aura of authority and condence.  Breath: A pause allows both you and the audience to breathe and relax for a second. A deep breath allows oxygen ow to help you think more clearly and feel relaxed.

13

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

14

With practice, you will sense the need to pause and how long to make the pause. In printed text, punctuation marks indicate separation and indicate pauses in thought. When speaking, the punctuation marks are implied in the way you deliver the words. Consider the following tips to determine the length of your pauses: For a full stop or period, count to two For a comma or semi-colon, count to one For a colon, count to two For the transition between paragraphs, count to three Note that a count does not necessarily equal one second. Use your best judgment on the length of a count. A count of one might be a half-second pause. Treat the pause in your presentations exactly like the pauses in normal conversation. Some speakers pause to solicit a response from the audience. That is, some speakers pause after a funny story or witty saying waiting for the audience to respond with a laugh or applause. Speakers who ask for a response are too self-absorbed. Do not wait for your audiences response allow it to happen naturally and then pause to allow the audience to respond appropriately. Also, do not pause too frequently (e.g., at the end of every sentence). This can become distracting. Pauses fall into three basic categories: 1. S  hort: A short pause separates thoughts or signals the end of a sentence. The duration is less than two seconds, typically around a half second. This time allows the audience to absorb what you have presented. 2. Long: A long pause forces the audience to think about what you have just said. A long pause signals the transition between major points. Use a long pause to build anticipation about what you will say next. The duration is two to ve seconds. 3. S  pontaneous: A spontaneous pause is not always spontaneous. You might plan to pause in mid-sentence. The pause will draw the audiences attention to what you are saying since a pause mid-sentence is unexpected. Do not abuse this technique. It can also make you seem unprepared or not credible.

Music is the silence between the notes.

Claude Debussy

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Eye Contact
Eye contact is a powerful communication tool. Before you say a single word, connect with the audience through eye contact. After taking the lectern and before beginning your presentation, nd a friendly face and make eye contact. Then begin speaking. Remember that your audience consists of individuals. In actuality, you are presenting to independent individuals who are uniquely receiving your message. As a result, make a personal connection with each individual in the audience through eye contact. Establishing eye contact is a key to understanding each audience members unique acceptance, comprehension or understanding of your presentation. Eye contact expresses honesty, condence and sincerity Eye contact: balance and establishes rapport with the audience. Eye contact helps the audience feel that you are genuinely connecting with and duration them, that you are speaking to them rather than at them and that you care about their reaction. Eye contact will help your presentation appear conversational, which can help reduce your nervousness by allowing you to talk with individuals rather than presenting to a large audience. Eye contact also provides you feedback from the audience. Eye contact will help you gauge whether or not your audience is receiving your message. Our eyes can express fear, wonderment, openness, disgust and a variety of other human emotions. Look for these emotions in the faces of your audience. The expressions on the audiences faces, the look and direction of their eyes and their body posture and movement will indicate how well the presentation is going. The two most important concepts for eye contact are balance and duration. Focus your eyes long enough to make a point and include everyone in the room.

15

Duration
Set a goal to maintain eye contact with the audience for 90% of your presentation. The best eye contact is direct and sustained. Do not look over the top of everyones head. Do not quickly bounce from individual to individual. Do not look at the ceiling or oor. These actions give the impression you are avoiding the audience, nervous or dishonest. Maintain eye contact for three to ve seconds per audience member. The average length of individual eye contact should be equivalent to the length of an average handshake. Look at each audience member until you see the person acknowledge you before moving on to someone else. Ensure that you maintain contact for long enough to make a personal connection but move your eye contact from one person to another. By moving to a new person every three to ve seconds, you can connect with everyone in a small audience of ten to twenty people at least once during a short presentation. Do not look at one individual for longer than a handful of seconds because they may feel uncomfortable. Be aware that in some cultures direct eye contact is not acceptable. Do your research to determine what is appropriate.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

16

Balance
When presenting to a large audiences, you will not be able to make eye contact with every individual in the room. Nevertheless, do not systematically scan the room. Scan the room randomly. To connect with as many people as possible, mentally break the room into different zones. Establish eye contact with an individual in each zone as you randomly scan around the room. In a large auditorium, the best spot is 2/3 of the way to the back in the center of the audience. Look at someone at the front, then at the back, to the right and to the left. In larger audiences, the people sitting near the individual with whom you are establishing eye contact will think that you are also looking at them. Avoid showing eye contact favoritism; that is, looking at certain audience members more often than others. We tend to establish eye contact with those who give us the most positive feedback or with those with the most authority. Try to look at everyone as equally as possible.

Your Eyes
Just as you are receiving a message from your audience through eye contact, they are receiving messages through your eyes. Your eyes also express emotions such as confusion, excitement or humor. Be aware of involuntary messages you may be communicating with your eyes. For example, blinking too frequently suggests discomfort and rolling your eyes suggests disinterest or unbelief. Through balanced eye contact you can engage your audience and gauge their level of interest and understanding. Eye contact is a powerful tool during presentations.

The ears of men are lesser agents of belief than their eyes.
Herodotus

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Body Language
ody language, gestures, facial expressions and stage use, should complement your words. When used appropriately, body language enhances and strengthens your presentation. When used indiscriminately, body language dilutes the power and effectiveness of your presentation. The key to effective body language is aligning the movement to the message; that is, both your words and body language must communicate the same message. Otherwise, if the body language conicts with your words, your body language will have more inuence than your words on the audience. In order to use effective body language, you must rst be aware of your normal body language. How do you sit, stand or use your hands in regular conversation? Look in a mirror or ask others to provide feedback so you have a sense of your natural style. Strong, positive body language helps express your emotions, allows the audience to visualize your message and helps your audience focus on you. Use body language that is deliberate, natural and practiced When presenting, use your hands and your body. However, avoid nervous habits such as gripping the lectern, pacing, smacking your lips, clenching your hands, ddling with accessories, looking down at the oor, stroking your hair, playing with your ring, swaying from side to side or putting your hands in your pocket (see Appendix A for more information). Avoid holding your notes in your hands. This immobilizes your hands and prevents the use of other gestures. Similarly, note that your gestures and body language will be limited when standing behind a lectern. You should add emphasis through your voice and facial expressions when using a lectern.

17

Gestures
Gestures and other forms of non-verbal communication send powerful messages to the audience. Gestures describe weight, shape, direction, importance, contrast or sequence. Some examples include pounding the desk with a st, pointing in a particular direction, numerating points, shrugging your shoulders or holding your stomach. All of these visual actions convey a meaning and or describe an emotion. In communications, gestures stimulate the same areas of the brain language does. When you use gestures, you are stating a point twice, once with your body and once with your words. Your goal is not to provide a continuous physical interpretation of every word spoken. Instead, add gestures selectively where they have the most impact. Your stance can tell the audience whether you are scared, condent or uncomfortable. A slumped stance signals indifference to the audience. A balanced, upright stance is one in which your weight is evenly distributed and slightly forward. Point your feed straight ahead and place them about shoulder-width apart. Incorporate a strong stance into your repertoire of gestures.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

18

Adjust your gestures based on the size of the group to which you are presenting. G  estures for a Small Group (2-6 people): Use small gestures. Finger gestures and hand gestures pivoting at the wrist can be effective. Eye contact and facial expressions are critical in small group presentations because everyone can see you clearly. Nervous gestures (e.g. tapping your ngers on the table, clicking a pen repeatedly) are magnied in this setting.  Gestures for a Medium Group (7-40 people): Scale your gestures as the distance between you and the audience increases. Eye contact and facial expressions are important because the people in the front row will be able to see you clearly. Adjust hand and arm gestures so that they pivot from your elbows. Depending on the room layout, you may be able to incorporate some larger gestures with your upper body.  Gestures for a Large Group (40-100 people): Scale gestures out and away from your body. Magnify smaller gestures by holding them longer so that people have more time to see what you are doing. Exaggerate facial expressions if you want the audience to see them. G  estures for a Huge Group (100+ people): Scale gestures to include full body gestures. Gestures with ngers, such as numerating the second point with two ngers, will be invisible to the majority of your audience. Although the majority of the audience will not notice expressions, you should continue to use them to help keep your voice varied. Consider using a video system to magnify and project your gestures to the audience. When not using your hands, relax them comfortably by your side. This will also make your gestures bigger and stronger when you bring up your hands for a gesture.

Facial Expression
Facial expressions are powerful and effective tools to help you illustrate a point. Facial expressions can readily demonstrate emotions such as love, joy, pain, sorrow, disgust and delight. Your facial expressions can enhance your spoken words or undermine them. Unfortunately, most presenters portray a grim, stoic expression when presenting. Unfreeze your face by starting your presentation with a smile. As you continue through the presentation, use facial expression to enhance the meaning of your words. For example, frown to invoke a sense of disapproval, raise an eyebrow to suggest an interesting point, wrinkle your noise to signal distaste or tighten your jaw to indicate anger.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Stage/Speaking Area
When speaking from a stage, use the entire speaking area. Do not stay rooted in a single position. Move around but be sure to punctuate your movement with stillness. Avoid constant movement, such as swaying or pacing, which can be a distraction. The best time to move is when you transition to a new point. Move slowly for a large stage. If possible, do not turn your back on the audience when moving. Even if you have a microphone, turning your back on the audience risks losing their connection. Incorporate movement in your presentation by planning different positions on the stage. The power position is the center of the stage and close to the audience. Use the physical space on the stage (or speaking area) to outline your presentation structure. For example, open in your power position. Move to your right (audiences left) for your rst point or start of the story. Move to the center for your second point or the middle of the story. Move to your left (audiences right) for your nal point or the end of the story. Return to the power position to summarize the presentation.

19

Summary
As with gures of speech, keep your gestures simple. As a novice speaker, focus on controlling one or two nervous habits rather than integrating complex gestures into your presentation. As you become more comfortable presenting, your nervous gestures will decline and then you can focus on incorporating and orchestrating coordinated gestures into your presentation. An effective way to learn body language techniques is to watch successful speakers. Obtain videos and watch the videos with the sound off. This will help you notice how presenters use their body to illustrate points in the presentation. Remember that body language is not universal. Different cultures interpret body language differently. Understand your audience to insure your body language is appropriate for them. The meaning of a certain movement or gesture can have a different meaning in different cultures.

I speak two languages, body and English.

Mae West

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

20

Intangibles
ody language, structure, appearance, delivery style, eye contact and gures of speech add enormous value to a presentation; however, you need authenticity, condence and enthusiasm to present effectively.

Authenticity
Being effective does not require you to be a perfect presenter. There are certain traits and characteristics that make a presentation effective; however, none of them are absolutes nor effective in all situations. One key to being an effective presenter is to be authentic. Be authentic when giving your presentation. Be yourself. Good presenters are true to themselves. Your personal style is evident in everything you do from the way that you dress to the way that you speak. When you assume a persona for a presentation, it is much harder to maintain this persona at the same time as delivering your message. Think about your natural style. Are you dynamic, low-key, funny, serious, warm, energetic? Make a list identifying your strengths. Use these qualities in your presentation. Allow the quirky aspects of your personality to be part of your presentation style. If your quirky aspects are not suitable for public display or would be distracting in a presentation, work to minimize these attributes so that the audience can focus on your core message rather than your quirks. Showcase your style. For example, introverts and extraverts have different ways of expressing their thoughts. Introverts Being authentic often speak slowly, deliberately and thoughtfully. If you are means being you an introvert, do not attempt to manufacture false excitement. Present on topics about which you are actually excited. Extraverts tend to be dynamic and outwardly focused. If you are an extravert, do not attempt to control your energy and present in a calm, soft manner. Remember to be yourself. A good public speaker brings his own personality and unique perspective to the presentation. Express your individuality appropriately within the context of your environment. To communicate authentically: Be sincere Be conversational and casual Use short sentences Be honest and direct Use simple vocabulary with which you are comfortable Share appropriate, personal humor Speak in the rst person Tell personal stories that provide glimpses into your life

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

The key to being authentic is to identify your strengths and style and to adapt it to remove distracting mannerisms and to highlight your strengths. The idea is not to judge your presentation style, but to identify it. Remember: your greatest power is to be real.

21

Condence
You can gain condence through practice. Knowing your material and having an understanding of the information, helps you to be condent. If you are presenting on an unfamiliar topic, research until you are comfortable with the information. If you struggle to be condent when speaking, develop condence through practice. Speak in front of smaller groups and gradually increase the size of the audience. Join a local Toastmasters club and learn techniques to improve your communication skills and get the opportunity to practice in a supportive environment. Do not memorize your presentation. Rehearse your presentation sufciently so that you are comfortable with the content and can improvise while presenting the information. You will sound more natural and condent when you can speak conversationally. Think positively. If you tell yourself that you are going to fail, you probably will. Conversely, if you tell yourself that you will succeed, you will. Telling yourself that you will succeed will denitely boost your condence. Visualization is a huge help in overcoming fear. If you can visualize it, you can do it.

Whether you think you can or cant, youre right.

Henry Ford

Enthusiasm
A presentation lacks passion without enthusiasm. Enthusiasm and belief in your core message are more important than technical details in a presentation. You might be technically perfect. However, if you do not convey enthusiasm and passion for your subject, the audience will reect your mood. The audience will feel the same level of enthusiasm and passion for the core message as you do. In a presentation, excitement about your subject will make your speech come alive. It will enable you to capture the attention of your audience making you more persuasive or motivational. Show enthusiasm at times in the presentation where you want to motivate, when you want to persuade and during the main points of the presentation. To build enthusiasm, as always, rst consider your audience. Why does the audience need to hear this? In what unique way will they benet? How can you help them see the benets? Show your excitement, your interest and your passion in your subject. Blind enthusiasm will make you appear fanatical so strive for a balanced presentation. If you are excited about every point you make, your enthusiasm will quickly use up the energy of your audience and tire them out. Focus your enthusiasm on your core message and key points, not every example and story in the presentation.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

22

The challenge in displaying enthusiasm is when you have to present on a mundane topic or to deliver bad news. For mundane topics, identify the positive impact the information will have on the audience. Sometimes, we assume a topic is mundane because we are too close to the information. Step back and look at the information from a new perspective. Sometimes you must present bad news such as poor nancial data, plant closures or disasters. There is no need to project false enthusiasm and overemphasis the positive.

Summary
Incorporate natural enthusiasm, your authenticity and strong condence into your presentations. These intangibles will help improve your presentation even if your voice, eye contact and gestures are not particularly strong.

Some writers confuse authenticity, which they ought always to aim at, with originality, which they should never bother about.
W. H. Auden

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Question & Answer (Q&A) Session

23

echnical presentations generally have a Q&A session at the conclusion of the presentation. Questions are the interactive component of a presentation. The Q&A session gives you a chance to respond to the concerns of your audience, provides an opportunity to support your argument, reinforces your message and allows you to learn more about your audience. Preparation is necessary for the Q&A session. Anticipate and think through potential questions. What questions will result from your presentation? Using your audience analysis, identify what concerns the group might have. Make a list of potential questions, especially the tough questions. Prepare a response to each question and rehearse the response aloud. Through preparation and practice, you can avoid a surprised or frightened look when faced with a tough question. Instead, you will be able speak with calm and persuasive condence. During the Q&A session, the most important element is listening. Make sure you hear and understand the full question before answering. Ask for clarication if you do not understand. Do not preempt the questioner by answering before the question is fully stated.

Listen. Repeat. Think. Reply.

Repeat and/or rephrase the question so that everyone in the audience can hear the question and understand your response. By repeating the question, you gain additional time to evaluate the question and formulate a response. Repeating the question also serves to clarify your understanding. If you want to control which questions to discuss during the Q&A session, request the audience submit questions on 3x5 inch cards. This technique also allows you to insert your own questions that might add clarication to the topics you covered. If there are no questions, highlight a specic point in your presentation and ask the audience for their thoughts on the topic. What do they think? Do they agree with you? Do they have other opinions? Pause before answering each question, even those to which you know the answer. When answering a question, be straightforward. If you do not know the answer, simply state I dont know. Offer to investigate the answer and provide a response to the questioner later. Stick to the facts and to what you know. Keep answers short, simple and concise. Have pencil and paper available to write down questions or ask someone to keep notes so you can properly follow up with the person who asked the question you could not answer. If you promise to get back to someone, do it. If someone starts to dominate the Q&A session, respond to the rst question or comment then move on to include other people in the interaction. Take another question from the same person only if no one else has a question and there is additional time in the Q&A session. You can also request that the person remain after the presentation to discuss his concerns in more details.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

24

When someone challenges what you have said in your presentation, answer condently with a loud, clear voice. Repeat your strongest assumption with condence. If a question is irrelevant, answer the question if it serves your interest. Keep your answer short. If you would gain nothing by answering, state that you want to keep the discussion focused on the subject. Quickly correct someone who incorrectly paraphrases a statement you made or asserts an assumption different from your point. Think of the Q&A session as part of your presentation. Maintain eye contact with your questioner. Listen closely. Do not interrupt. Maintain a neutral stance. Refrain from nodding, which might indicate that you agree with the question. Pause before answering. Keep your focus on the questioner. Engage the entire audience when replying to the question. Conclude your answer with your eyes focused on someone else. If you return your focus to the questioner, that can invite another question from that same person. At the end of the Q&A session, conclude with your closing remarks and highlight your core message in two to three sentences. Conclude your presentation on your terms and with your core message, not an arbitrary question from the audience.

No question is so difcult to answer as that to which the answer is obvious.

- Karl Otto von Schonhausen Bismarck

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Practice

25

ractice helps you become familiar with your information. Familiarity brings condence. When you practice, you want to learn the organization and order of your presentation but not memorize exact phrases. Practice aloud. Mentally rehearsing a presentation is good; however, speaking and delivering the words are better. The mind is able to think much faster than you are able to speak. Practice aloud so you can accurately measure the length of the presentation. Practice aloud so you get a feel for articulating and pronouncing the words. Practice aloud to determine which phrases sound appropriate and which are awkward. Practicing aloud also helps you determine how many words you can comfortably say in a particular amount of time. Practicing aloud helps you to discover your energy level with your chosen topic. Record yourself practicing your presentation. Listen to how you speak, to your tone of voice and to your speed. Listen for UMs, AHs and other ller words. Adjust your presentation appropriately to correct for any components with which you are not satised. Watch your presentation without the sound to see if your gestures and facial expressions seem natural or stilted. Practice in a setting as close to the actual environment as possible. If you will present in a large auditorium, try to practice at least once in a large auditorium. If you have visual aids, practice with your visual aids. If you are using a wireless tool to advance slides or a laser pointer, practice with these devices so you are comfortable with the technology. Practice in front of a mirror. This will allow you to see your delivery. Also, practice in front of a live audience. An audience will help you with the interactive part of your actual presentation. You will also gain experience with eye contact, reading the audiences reaction and timing your presentation. If you are speaking in front of a large group, start by practicing in front of a small group and then in front of larger groups as you get more comfortable. Practice the entire presentation. Even if you make a mistake, continue through to the end of the presentation. If you stop and re-start each time you make a mistake, your presentation will receive uneven practice. Additionally, stopping and re-starting becomes a habit. You do not want to do this during your actual presentation. During your presentation, you need to be comfortable continuing even after you make a mistake. Practice concepts, not exact words. A little spontaneity adds character to your presentation. Reading a script will sound monotonic and make it more difcult to establish a connection with your audience. Memorizing a presentation verbatim can lead to increased anxiety. If you happen to lose your place, you will feel extremely anxious, thereby making it harder to get back on track. Practice helps with uidity, timing and condence. Practice also allows you to experiment with different voices, gestures or movements. Through continued practice, you will be condent and prepared.

Spontaneity is an innite number of rehearsed possibilities.

- Peter Drucker

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

26

Summary

racticed speakers overcome anxiety through practice and preparation. They use voice, pauses, eye contact and body language to enhance the delivery of their presentations. Not all elements are necessary for an effective delivery. Work rst to increase your condence and then focus on incorporating visual color into your speeches through intangibles such as enthusiasm and tangibles such as strong eye contact. By aligning tone of voice and body language to be congruent with the words in your presentation, you will deliver an effective, dynamic presentation. Your words and the content of the presentation are certainly important; however, you can add texture and emphasis with congruent vocal variety and body language. With strong eye contact, vocal variety and engaging body language, you can deliver dynamic presentations to persuade, inform or share information. The next book, Technical Presentations Book 4: Supplements Effective Visual Aids, will provide techniques to help you maximize the impact of your supporting material, slides and props.

Words represent your intellect. The sound, gesture and movement represent your feelings.
Patricia Fipp

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Appendix A: Body Language Examples

The following emotions or characteristics are typically associated with the corresponding non-verbal behavior.

27

NON-VERBAL BEHAVIOR
Controlled movement Pacing, leaning, weight on single foot Standing tall, weight evenly distributed on both feet Standing with hands on hips Arms crossed on chest Clenched sts Fidgeting with objects Leaning in towards audience Looking at your watch No eye contact Rubbing hands Open palm Tapping or drumming ngers Steepled ngers Patting/fondling hair Nodding Stroking chin Looking down, face turned away Biting nails Pulling or tugging at ear

INTERPRETATION
Condence, emphasis Nervousness Condence Readiness, aggression, authority Defensiveness Aggression Nervousness Interest, comfort Boredom Nervous, lying Anticipation, nervousness Sincerity, openness, innocence Impatience Authoritative Lack of self-condence; insecurity Interest, agreement, understanding Trying to make a decision Nervousness Insecurity, nervousness Indecision

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

28

Bibliography
Albert Mehrabian. Wikipedia. 31 July 2010. Web. 2 August 2010. Daniels, Nancy. The Power of the Pause. Voice Dynamics. 16 October 2008. Web. 25 August 2010. Dlugan, Andrew. Delivery Techniques. Six Minutes. 28 February 2008. Web. 31 December 2009. Marshall, Lisa. Effective & Authentic Communication. Quick and Dirty Tips. 25 September 2009. Web. 20 July 2010. Miller, Fred. No Sweat Public Speaking. 2010. Web. 11 August 2010. Mitchell, Olivia. 9 Ways to Use Space in Your Presentation. Speaking about Presenting. November 2008. Web. 3 August 2010. Quick and Easy Effective Tips for Using Pauses. write-out-loud.com. 2006-10. Web. 5 August 2010. Questions, Anyone? The Total Communicator. Winter, 2005. Web. 5 August 2010. Write Out Loud. 2006-2010. Web. 5 August 2010.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

Acknowledgements
Thank you, Alex. I appreciate your encouragement and support. Dad and Mom, thank you for all that you have taught me. Thank you, Bob. I am grateful to you for sharing ideas and editing. I am grateful to the many Toastmasters members who have helped me improve my presentation skills and have inspired me to incorporate feedback to achieve excellence. I am grateful to Georgia Stelluto, IEEE-USA Publishing Manager, for encouraging and editing this book.

29

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

30

About The Author

ita Patel, PE, PMP, DTM, is a practicing systems/software engineer and an active IEEE and Toastmasters International volunteer. Nita is a Distinguished Toastmaster, the highest level of certication in Toastmasters, and typically presents thirty to forty speeches each year. She received her BSEE, BS Mathematics and MSCpE degrees from Southern Methodist University, Dallas, TX. You can reach Nita at nita.patel@ieee.org.

TeCHniCaL PResentatiOns: BOOk 3: StYLe - DYnaMiC DeLiveRY TeCHniQues

2001 L Street, NW, Suite 700 Washington, D.C. 20036-5104 +1 202 785 0017 www.ieeeusa.org www.ieeeusa.org/communications/ebooks