Ask the Expert

Question Submitted from one of our members:

What should I do if I arrive for a meeting and my timeframe has been cut from one hour to 30 minutes?

Sheri’s Response: It’s very common to have your presentation time cut drastically. Here’s how you can cope and keep your cool:

1. Start by asking questions. State, “I understand we have 30 minutes and I want to make sure I cover the issues of most importance to you.” Ask, “What information do you need in order to move forward with a decision?”

2. Based on this information, edit quickly! First determine if you can take out individual slides, a section of information or entire portion of the presentation. Knowing that your time has been cut, you can acknowledge that you are removing a section and state that you will cover it at a later time.

Next, quickly review what you feel is vital information and present only the key points. You may consider leaving slides in the presentation but present only the high level information. Skip over some items, but acknowledge that you will reserve the detail for another time. This will leave the detail available if a question is asked, but keep things moving to fit their timeframe.  

3. If feasible, present your conclusion first with some supporting information. Most presentations provide next steps at the end of the presentation. You do not want to run out of time and forgo this important information. By stating the conclusion first, you are making sure your recommendations and reason for presenting will not be overlooked or eliminated. Your willingness to address their needs in the time given will go a long way in getting approval.

Most meetings are overloaded with unnecessary information. Specific solution-oriented agendas are the ones that get approved!

Question submitted from one of our members:

It seems that using a laser pointer is popular in our company.  What is your opinion on laser pointers?

Sheri’s Response: I agree, lots of people like to use laser pointers, however, I don’t like them. I have yet to see someone use the laser pointer effectively. It bounces all over the place, requires you to face the screen and usually ends up becoming more of a distraction then an aid.  If you have something important to point to on the screen, walk back and point with your hand.  If that is not feasible then have an arrow fly in to the exact point you want to take your audiences’ attention.  Color is another great way to draw the attention of the audience.  Make the important section on the diagram a special color and then tell your audience to look at that color on the diagram.

Question submitted from one of our members:

For the most part I like giving presentations. Every so often I get going and I can feel myself running out of breath. By the time I finish my presentation, I’m gasping for air. How can I catch my breath in the middle of presenting?

Sheri’s Response: The best way to take a nice big deep breath without the room knowing is to implement the “Five Second Steal”. Here is the step-by-step process to implement the Five Second Steal. Finish a sentence on one person and then momentarily stop talking. Turn your body and silently walk toward the big screen. While you are silently taking those 2-4 steps you will want to take a big deep breath, as well as silently read the next bullet point on the screen. Once you arrive at the screen, turn back around, find a friendly face and resume speaking.

Question submitted from one of our members:

By nature I am an introvert.  People tell me they have a hard time hearing me.  I don’t want to shout at people.  How can I project my voice when I am naturally a shy person?

Sheri’s Response: It is important to be true to yourself when communicating. Therefore, forcing yourself to talk louder will not work in the long run.  To authentically project your voice, pick a person in the back of the room and look at them when presenting your point.  It is very natural to talk a little louder when people are far away.   Stay on this person for at least two sentences and then move your eyes to another person in the back of the room. This will allow you to connect with one to two people and naturally project your voice. 

Another tip would be to tell a story.  Whenever you share your personal insight, you will naturally have more vocal range and variety.  This will help you sound more interesting and naturally project your voice.