In a Word Simple planning and a little discipline can turn an ordinary presentation into a lively and engaging event.
From interviews and our own observations, this scenario is too common: the speaker at a seminar shares about thirty slides, skipping over many. Time goes on … and on. Some participants lose interest; others are distracted. Some even slip out. Finally, the sponsor says, “Time has run out, but maybe we can have one or two questions.” It looked as though the speaker had just reached the heart of the matter and it was over. What happened?
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In most organizations, staff are busy and they vote with their feet. If they are bored or not actively engaged, many find excuses to leave the room. Some never return to seminars sponsored by the same staff member. The good news is that guidelines for effective seminars and brown bags are simple and do not depend on the speaking ability of the person sharing the message.
Not, “How Should I Talk?” but “How Do They Learn?”
Most speakers ask the wrong questions. Their efforts are dedicated to the substantive preparation of content (“What should I say?”) while paying too little attention to the most important questions: “Who are my audience, and how will they learn best?” Years of research on adult learning tell us adults learn best when:
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The learning purpose and boundaries are clear. The invitation, welcome, and introduction of the topic all orient participants to why they are there and what to expect.
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They first establish common ground by sharing experiences or perspectives. People need to connect to the topic right away. Participants should relate the content meaningfully to prior knowledge or experience Knowledge sharing and learning.
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Ideas can be shared freely in open environments. Setting an informal collegial tone helps establish trust.
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Ideas are heard before they are critiqued. Encourage participants to listen to what people have to say and not jump to conclusions—this is essential for innovation to take root.
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They question assumptions driving their behavior and consider alternatives. Does the presentation challenge existing practice or frameworks?
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The learning is based on experience, the person’s own, a simulation, or a real “case”. Statistics can be powerful, but participants will also want to know what the reality looks like, what the implications are in a country or project.
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They engage actively, rather than receive information passively. Questions, discussion, and analysis all draw people into content.
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Working with a variety of methods (and senses)—different from typical daily routines. Be creative and do not be afraid to involve participants.
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The focus is future oriented—on actions for the future, instead of problem-solving.1 This creates anticipation as people begin to consider the implications for changes in practice.
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Topics apply directly to their professional work and participants decide next steps to follow up learning before they leave the room.
Full Disclosure
Let staff know what the seminar is about and who will be sharing. The opportunities include:
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A visitor from a partner agency sharing experience.
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The release of a study, report, or evaluation.
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A case study of a particular project.
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A new technology, tool, or concept.
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A perspective or inspirational talk from a leader or respected expert.
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If the seminar is given primarily by a consultant marketing a tool or expertise the announcement will need to make that clear (or participants will feel that they were invited under false pretenses).
Share Expectations
Without being condescending, ask the speaker what his or her approach will be and whether you can see their slides. A complex game plan or an unrealistic number of slides are good warning signs. Share these Knowledge Solutions with them in advance as another way to encourage good preparation.
Agree on a Length of Time in Advance
If the event is a 1h seminar, the time will pass quickly. One approach is to take (i) 20 min for a formal presentation; (ii) move to a question and answer session and, if time permits; (iii) a constructive group discussion. Better still, if possible, integrate brief questions after slides or sections of the presentation instead of saving them all for last.
Twenty-Minute Attention Span
Even if your speaker is spellbinding, research shows most people lose interest after 20 min. If you must share longer, break it up with questions and answers or open discussion. Also, try “saving some of your thunder” in the form of an extra slide or couple stories to answer questions. Better to leave the group wanting more, than wishing you had given less.
Tell Your Story
Illustrations and anecdotes are key to making points effectively and relating to the participants.
Takeaways
Supplement the presentation with a brief handout (not merely a copy of the slides)—takeaways add value and catalyze follow through.
Discussion Questions
Ask your speaker to craft several discussion questions in advance. Questions drawing experience work best first, then analytic questions, and then a question on applying ideas. Sample: (i) What is your experience in this area?; (ii) Why do you think it worked that way?; and (iii) What can be done differently in the future?
Organizing a Presentation
In the introduction to the movie, The Prestige, the magician explains there are three parts to every illusion. The first part is the pledge where the audience is told what they will see, capturing their attention. The second is the turn where the trick is done. Third, in the prestige, the magician restores what he disappeared—it is a moment of awe and appreciation, “ta da”. Though not magic, research in communication and adult learning shows even a brief presentation should follow a similar rhythm. For this we can use hook-look-took:
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Hook The very start of any presentation should answer the participants’ question, “What’s in it for me?” This effectively draws people in, helping them quickly relate the topic to their experience (past, present, or future). You establish relevance. An effective hook can be a question or a brief story. Do not wait until the end of a presentation to show the relevance of the message. Even before the presentation begins, have your presentation’s title page displayed on the screen as participants are seated. This allows participants to focus and prepare themselves for the topic. Better yet, if you have a pre-presentation show that automatically loops slides relevant to the topic you will present, this can provide informative background information wisely using their time while they wait for the presentation to begin.
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Look This is the heart of the presentation, where the concepts and experiences are explained, illustrated, and examined. A seminar is different from a workshop—the presenter must be selective and synthetic. In many cases, introducing a topic and piquing participant interest is all you can reasonably expected in the timeframe. Here is where a few well-placed illustrations or stories can pull together a presentation nicely.
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Took Most speakers would like participants to apply or use what they learn in their professional work. Ask, “Should participants do anything with knowledge gained from the seminar?” If the answer is yes, they are unlikely to do anything they do not begin to discuss at the seminar. Application is not automatic—even the best seminars are quickly forgotten. If there is a specific opportunity to follow up or take a next step, try to “close the deal” at the seminar.
Death by Slide is slow and painful, but avoidable. The Rule of 7 (or 777) recommends
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A Maximum 7 lines of text on any slide. On a slide, less really is more—more impact and more focus.
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A Maximum of 7 words on any one line. Otherwise the text will be crammed and too small to read.
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A Maximum of 7 slides in a 20-min talk (not counting “Title” and “Thank You” slides).
Other Slide Maxims
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Please don’t read your slides—most participants can read well. Paraphrasing the content works, as does illustrating it.
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Fonts help (or hurt). Sans-serif fonts (such as Arial) are best used for titles, while serif fonts (such as Times New Roman) make text of the main body easier to read.2
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Dizzying effects. Avoid elaborate fade-ins and fade-outs changing with every slide. Similarly, be consistent with fonts and graphics so they are easy to follow.
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Don’t skip slides. Edit the presentation in advance based on the time given. “Recycled” talks need to be adapted to the particular group.
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A picture is worth a thousand words. Full slide photographs or clearly illustrated diagrams can be inserted every three to five slides to provide visual learners with a medium that will appeal to their senses. Similarly, short audio bits reinforce concepts for auditory learners, while short video clips meet the needs of both audio and visual learners.
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Do you really need slides? It sounds like heresy but not every seminar benefits from a slide presentation. In some cases, a handout, with informal sharing of experience or “stories” is more effective. Try it for a change.
On the Day of the Presentation
If possible, arrive at the venue at least 15 min in advance to check the sound system, projector, computer connection, and Internet connection. If using a remote control for slide advancement or laser pointer, familiarize yourself with how they work. Nothing is more frustrating to participants than to sit and watch a presenter attempt to get a laptop connected and displayed on a projector, and then have them fumble with a remote control or laser pointer while they speak.
Preparation
A little preparation, when it comes to the process of a seminar, is much better than none. Do not try to apply all the ideas in these Knowledge Solutions at once. Choose a few points to try at your next seminar and see what happens.
The opinions expressed in this chapter are those of the author(s) and do not necessarily reflect the views of the Asian Development Bank, its Board of Directors, or the countries they represent.
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