Yes, it may be a cliche but only because of the truth in the statement.

But the question remains: How exactly does one practice a huge presentation?
Where to Practice
Though this may be against many things you’ve heard, I do not suggest practicing in front of a mirror. You’ll simply be distracted by yourself to give an honest presentation that lacks self-consciousness.

Instead, set up an area that mirrors the presentation you plan to give. Then set up a video camera to capture your presentation. Give the presentation as if the camera is your audience. This way, you can watch it later without worrying about noting mistakes or things you’d like to fix as the presentation is ongoing.

After this, it is good to give the presentation to an actual audience–be it to friends or family or a presentation coach–and receive feedback from them. Sometimes, we are the worst judges of our own work. And, during these times, it is best to have someone to offer advice.

What to Look For
Don’t worry about your presentation sounding robotic. This is a fear many have about practicing, but rest assured, it will not happen.

Instead, look for places in your speech where you may stumble over words. A phrase may be more a tongue-twister when said out loud but look fine on paper. Some jokes may fall flat, or you may realize that part of your speech drones on without a good interruption. These things are not always obvious when written, but they can become clear in a recitation.

Experiment, Experiment, Experiment
Through all of these practice presentations and all the feedback you’ll be receiving, you’ll have plenty of time to experiment with your presentation. We recommend not passing this opportunity up. Play around with the words and the way you deliver them–adding a pause here or a joke here. Try different voice inflections and try to cut down on the “uhs” and “ahs.”

Through these steps, you can refine your presentation until it is exactly what you envisioned.

When preparing memos, briefs, case studies and other things of this nature, the question of formatting can be a tricky one, but it can quickly and easily set the tone of that particular document. Be it on paper or on screen, formatting still remains a vital step in the creation of these documents.

The Golden Rule
The golden rule of formatting is simple: Good formatting is not noticeable. It’s common sense to a degree: you don’t want people looking at your documents and picking out the places where you changed fonts or colors or added graphics. These things should enhance your presentation or help drive home points. They should not, on the other hand, serve as talking points for your intended audience.

Italics
Italicizing words is a common way to grab a reader’s attention, but when is it effective and when is it campy? There really is no steadfast rule concerning italics, and it remains a stylistic decision the professional business writer must make. But this much can be assumed: if the italicizing stands out too much, it won’t emphasize your point. You must be sparse and italicize no more than a few words. Italicizing an entire sentence won’t do much but make that sentence look strange. But if you only italicize the most important words, then it will have the intended effect.

Bold
Very rarely should bolding be used within copy. Bolding usually suggests a title of some sort. It is great for section headings and titles, but it does not do much inside of thick paragraphs. If attempting emphasis, italics tend to be more subtle and better for naturally highlighting certain words. If attempting to highlight dates or locations or other necessary information, bolding is acceptable.

Underline
In professional business writing, the underline should be used sparsely. Especially now that many documents are shown on computer screens, underlining certain words can make them look like hyperlinks. Be careful when underlining as to not mislead the reader.

Images/Graphics
Be careful when it comes to images and graphics. In a professional business world, using images can be a tricky tightrope to walk. Keep it professional, obviously, and keep it relevant. Often times, relevancy is overlooked and the images chosen seem out of place and unnecessary. Again, good formatting is not noticeable. If an image meshes into the presentation well and flows, it is a good move. If it stands out a la the presentations given by The Office’s Michael Scott, then some rethinking is necessary. As for graphics, just make sure they take up an acceptable amount of room on the page and help convey the information on the page in a more succinct way.

Remember, with professional business writing, good formatting is not noticeable. Keep it simple, and it will be effective.

In this article, we will focus on a mark of punctuation that tends to cause confusion: the ellipsis.

How to “Write” an Ellipsis
The ellipsis (plural: ellipses) is the mark of punctuation formed by three dots (…). It can be written in two different ways.

The Associate Press Styleguide (AP) says to write the ellipsis with no spaces between the dots (I guess that’s their way of “connecting the dots”), but with spaces before and after the words the ellipsis separates:

• He said, “Mike and Tallia … are good kids.”

Alternatively, the Chicago Guide of Style (Chicago) says to write the ellipsis with spaces between the dots, as well as before and after the words it separates:

• He said, “Mike and Tallia . . . are good kids.”

Since the AP Styleguide is the most commonly used of the two, it’s probably a good idea to stick with the “…” format.
All guides advise to add a forth period when ending a sentence with an ellipsis, though a professional business writer would be unlikely to end ending sentences with ellipses very often.

When beginning a sentence with an ellipsis, treat it like a word. Put a space before the end of the previous sentence and punctuate as normal.

When to Use an Ellipsis
While it is certainly good to know how to punctuate an ellipsis, it is probably more important to know when to use one.

An ellipsis is generally used in the following two situations:

• To suggest a somewhat substantial pause
• To replace words left out of a quote.

The former usage is not recommended for professional business writing, which is most persuasive when it is firm, authoritative and decisive, whereas an ellipsis suggests indecision.

The latter usage is certainly acceptable in business writing. Quoting often occurs and the proper way to do so while not including every word is with an ellipsis.  The quote, “Mike and Tallia, the lovable little rascals, are good kids, “ can be readily shortened to, “Mike and Tallia … are good kids.”

In an age of quickly drafted emails, texts, and instant messages, it’s fairly common to not sweat the details of grammar, punctuation, and overall style.  But attention to those details can make a business presentation considerably more persuasive, and that’s the ultimate goal of professional business writing.

While this is an exaggeration for the effect of comedy, the concept of “psyching oneself up” for a public presentation is very germane to the acquisition of executive presentation skills.

The term “nerves” usually refers to the flowing of adrenaline through the body, which can make one feel more alert and aware. That sensation, however, can fuel nervousness and anxiety.

We all know that feeling: one’s throat clenches, the shoulder muscles get too tight, and in severe cases, one’s legs might even begin to feel “shaky.”   Many of these symptoms result from an overabundance of adrenaline coursing through the body as it prepares for a stressful situation.  The antidote to this is no surprise:  utilize techniques that are stress-reducing.

Stretching
Stretching is a terrific way to loosen muscles that have involuntarily tightened, and the physicality of stretching also dispenses some of the adrenaline that has accumulated in anticipation of a high profile speaking appearance.
Deep Breathing

This is a stress reducer because 1) wholly concentrating on one’s breathing makes it just about impossible to simultaneously worry about the upcoming presentation and 2) the physical exercise itself has proven itself to be one of the most efficient ways of reducing stress.

Deep breathing is simple enough: breath deeply in, count to ten, release, repeat until you feel calm.  Keep your mind focused on the “count” – that pre-empts the temptation to worry about the presentation.

Attitude

Stuart Smalley notwithstanding, there’s nothing wrong with reminding yourself that

1) you know your stuff …

2) your audience really does want you to succeed and is on your side …

3) you’ve had the benefit of good executive presentation skills coaching …

Well, at least, I sure hope you have!  Give me a call!!

Let’s give some consideration to the ways in which one’s voice can be effectively used.

Volume
This may seem counter intuitive, but one’s most important points don’t necessarily need to be delivered with the greatest volume.  Granted, we’ve all seen the classic “General Patton” approach, where every point is communicated at peak volume.  But sometimes, a key point delivered at a lower volume can create a much higher impact, because the lower volume creates a contrast for the listener that requires him or her to pay even closer attention.

Pace
In an effort to sound upbeat and enthusiastic about one’s topic, many speakers default to a pace that is very fast.  The thought being, “speed” conveys a sense of energy and excitement.  That’s true to a degree.  But a fast pace can make it difficult for an audience to fully absorb all the points of a presentation.  President Obama has been lauded for his speaking skills.  It’s worth noting that his pace is extremely deliberate and, by many standards, could be considered “slow.”

In providing executive presentation skills, my coaching encourages presenters to vary their pace.  Long lists of items are best presented at a fairly brisk speed.  The key strategic points are best delivered very deliberately.

Color
“Color” is the antithesis of “monotone.”  A speaker who colors his or her remarks with a broad palette of tonality:  sincerity, gravitas, irony, whimsy, casualness, formality, surprise, certainty … keeps the audience engaged and brings concepts and messages “to life.”  Our executive presentation skills coaching focuses on how to create a happy pairing of the appropriate “color” to the specific “message” – so that a presentation becomes, ultimately, more vivid.
If this sounds like fun … well, it is.  Executive presentation skills coaching doesn’t have to a chore.  It’s a process of discovery and improvement.  And that can be a heck of a lot of fun!

In fact, more than just a component, some contend that body language can communicate even more powerfully and persuasively than the written or spoken text of a presentation.  Here are three of the most important aspects of body language that can be utilized to effective advantage during a presentation.

Facial Expressions

Let your face mirror the sentiment of your commentary.  For instance, if you make a statement that is likely to be surprising, don’t hesitate to move your facial muscles in a way that acknowledges the unexpected nature of what you’re communicating.  If you’re sharing a sentiment that is upbeat, or that can be categorized as “good news,” than by all means … smile!  Of course, most presentations in a corporate setting deal with serious business.  But that doesn’t preclude one from engaging in the occasional smile when the concept being communicated warrants it.

Gestures

Nobody expects – or for that matter, nobody wants – to see someone in a leadership role perform like a mime.  So beware the exaggerated or melodramatic gesture.  But on the other hand, some degree of animation is generally desirable and effective.  Gestures tend to suggest a passion and deep engagement for what is being said, and that enthusiasm can be very persuasive to members of the audience.

Eye Contact

This may seem pretty obvious, but some speakers become so focused on their visuals, they neglect to maintain eye contact with their audience.  One way to maximize eye contact and simultaneously retain the benefit of being prompted by the visual is to place a monitor in front of you, rather than relying upon the large screen that is generally placed behind a speaker’s position.  When your visual information is in front of you, it is in the same line of sight as the audience.  This makes it much easier to maintain eye contact, because all one need do is glance down for visual reference, as opposed to turning away from the audience to check the on-stage screen.

All this reinforces the point that executive presentation skills are really more science than art.  The key is to learn the science … and then apply those principles artfully.

But not every “slide” or “power point” frame is a picture, i.e. – an image that is “graphical.”

In fact, for the most part, most presenters create power point frames that tend to rely more heavily on text than on graphics.  You know what I mean:  the ubiquitous “bullet points.”  In fact, in an effort to “visualize” a presentation, presenters often subject audiences to power point frames that seem to be crammed with, ironically enough, about a thousand words!

This emphasis on text-based visualization is rooted in many factors, not the least of which is the notion that people remember more of what they hear and see versus what is only heard.  Fair enough.  But the most effective presentations tend to be those where the audience remembers not a word, phrase, or concept.  But rather, a presentation where what’s remembered is a feeling.  An emotion.  A renewed sense of faith in a brand, or a strategy, or a plan;  yet, not necessarily the specifics of the plan.

Point being, in the presentation development stage, think first about what the “heart” will remember.  Then, address what the “mind” needs to recall.  That prioritization will likely result in a visual strategy that amplifies the use of graphics and pictorial materials and display clear and powerful executive presentation skills.  Let the words on screen punctuate the story, and leave the “telling” to you.

But “stripping” … or, at least, “stripping away” … does play a role in all of this.  Let me explain.

Over the holiday break, had a chance to catch up on some movies, one of which was “Funny People” with Adam Sandler and Seth Rogen.  A comedy with dark overtones, it certainly had its share of comedic one-liners.  But the one line that resonated more than any other was, interestingly, not comic in the least.  To paraphrase:

“Often, beneath anger … is hurt;  and beneath hurt … is love.”

There’s a great lesson here, i.e. – understand not only what’s being stated;  but beyond that, strip away what’s stated, and attempt to discern intent.

So, what does any of this have to do with making a more effective presentation?

A lot.

Too often, what presenters “state” doesn’t align with their “intent.”  Words or images may address a “surface issue” – but miss explaining or addressing the core of what’s “underneath.”  And the consequence of not addressing “what’s underneath” is an audience that remains unmoved.

So when creating a presentation, take care to “strip away” the surface issues.  Get focused on what the underlying issue is, the subtext, the intent.  Then, and only then, begin to build the messaging, words, and images that address these points.

This process is easier said than done.  It requires a healthy measure of objectivity (always in short supply).  But that’s why “objectivity” remains a fundamental and essential “value add” of our presentation development services.

Douglas Krager, a radio host, author and renowned public speaker, recently wrote a column on talent in which he channels the philosophy of author and journalist Geoff Colvin: Talent = Yearning + Input + Deliberate Practice.

Interestingly enough, Colvin’s definition varies considerably from the Merriam-Webster definition of talent: “the natural endowments of a person.”

The two definitions are not mutually exclusive.  However, while some individuals who achieve greatness in their respective fields are certainly blessed with an abundance of innate skills, many super-achievers tend to identify desire, coaching and perseverance as their key success factors. .

Yankee baseball legend Mickey Mantle is a fine example. As a child, he played baseball, but he never considered himself “good enough.”  So he practiced more and more. He got coaching. And when he played, he did it with all his heart. As he famously said, “Somebody once asked me if I ever went up to the plate trying to hit a home run. I said, ‘Sure, every time.’”

Similarly, in the realm of making presentations, a podium becomes the presenter’s equivalent “home plate”:  speakers inevitably approach the podium with the desire to “hit it out of the park.”

Very few individuals can make such compelling presentations as a result of their innate abilities.  But a great many individuals do have the capacity to acquire such talent, given the chance to cultivate such skills with effective coaching.

That’s what a great presentation skills coach can provide.

And that’s what this service is all about.  Cultivating a natural talent … or creating a new one.

Nonetheless, the New Year beckons.  Talk about “’tis the season” … this is certainly the season of anticipation, expectations, hopes … and looking forward.

Many business leaders will use this season to make an important presentation.  For most of these presenters, their primary objective is to, at the very least, “inform” key constituents of the goals and expectations for the business in 2010.  As such, clarity is key.

But ideally, these presentations will do more than merely “inform.”  The more effective presenter will also “persuade” his or her audience that the stated goals for the coming year are achievable!  As such, clarity in and of itself is insufficient.  “Credibility” becomes essential.

Which begs the question:  how to present with credibility?  Well, even though the focus of such presentations is, appropriately, on the year ahead, presenters would be well-advised to remember the wisdom of a simple, brilliant insight: context is everything.  Meaning, the presenter who frames the coming year’s goals by referencing the prior year’s results is sure to construct a more credible, and thus, compelling argument for the expected results in 2010.