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Frangky Presentation Skill the 3rd meeting

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frangky iga

on 13 April 2015

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Transcript of Frangky Presentation Skill the 3rd meeting

WHEN VIRTUAL PRESENTATIONS ARE
A MUST

1. Need to present to more than 25 people at the same time.
2. Need to reach people far away (cheaply).
3. Have serious stage fright.
4. Need the more advanced capabilities of virtual presentations.


WHEN FACE-TO-FACE PRESENTATIONS ARE
A MUST

1. Have bad news to deliver
2. Need to establish trust.
3. Need to change attitudes
TOOLS FOR DISPLAYING OR CONTROLLING MEDIA

1. Picture Window
2. Audio Control
3. Presentation Window
4. Screen Sharing

WHEN TO CONSIDER A VIRTUAL PRESENTATION (AND WHEN NOT TO)

Here is a breakdown of times when you should consider a virtual presentation and times when you should
not
.

The 3rd Meeting
Presentation Skills

Presentation Skill

Introduction to Virtual Presentation
by Frangky Silitonga, S.Pd,.M.SI
THANKS

Frangky Silitonga, S.Pd

Provide customers with virtual access to high-level engineering resources, regardless of their location.

Meet and communicate frequently with partner and supplier networks to update business trends, provide education and road maps, and keep the entire supply chain in sync.

Research and Development and Manufacturing

Enable corporate executives to communicate with employees easily and more frequently.

Company Meetings

Communicate benefit changes, options, and government regulations easily and explain new programs to employees.

Human
Resources

Shorten product design cycles by eliminating scheduling delays, reducing travel time, and providing access to key resources.
Support seamless collaboration with partners, customers, and distributors.
Accelerate projects and time to market by enabling design teams to meet frequently and interact with rich media and 3D data to review and interactively revise designs.

Product
Development

Support product rollouts more effectively by improving the
readiness of salespeople and partners through deploying training faster, more conveniently, more cost-effectively, and to a wider audience.
Decrease the cost and time overhead for traveling to
training.
Provide more targeted, granular, and ad hoc training.
Deliver richer, engaging, effective, and cost-efficient
training courses to internal personnel, channel partners, and customers.
Increase the availability of training to a widening global
audience.
Increase the availability and profitability of customer
training.

Training

Provide faster and more efficient responses to customers.
Reduce support costs, including travel time and expense.
Enable technical support personnel to easily access remote computers anywhere in the world.
Aid support personnel in quickly diagnosing problems, transferring files, and installing patches and updates.
Reduce call handling time by giving technicians the ability to see the customer’s screen.
Eliminate the frustrating back-and-forth handling of support issues by immediately involving quality assurance and research and development personnel.

Customer
support

Provide prospects with a high-touch selling experience at a low-touch cost. (In some cases, this Web-touch selling has increased sales by 250 percent and reduced the sales cycle from one year to six months.)
Present to prospects that it would not be economically feasible to call on using traditional means.
Generate leads through online events, such as free educational Webinars and virtual conferences.
Support more territory and more customers, and generate greater sales.
Increase the number of calls per salesperson.
Drastically reduce the cost of a sales call. In one documented case, this cost was reduced from $3,700 to $750 by eliminating the cost and time required to travel to customer locations.
Increase the close rate by reacting faster than the competition.
Reduce scheduling delays and travel time.
Respond to inquiries more quickly.
Instantly deliver compelling presentations around the globe.
Conveniently conduct richer sales meetings, kick-offs, training sessions, and product launches.
Provide more time and tools to build closer and stronger customer relationships. Get the “right” people (decision makers, product specialists, company executives, technical gurus) involved in a sale sooner.
Resolve sales issues more quickly, since more people can get together sooner and more conveniently.
Get your message out to prospects and existing customers faster.
Accelerate the review of contracts.

Sales

As I’ve said before, virtual presentations can reduce costs and keep employees happier and closer to home. However, if they aren’t handled correctly, virtual presentations can turn into teleconferences, where no one says anything and everyone just kind of sits there and listens. Such experiences really don’t help you, your department, or your organization. In order to provide value, virtual meetings need to work—that is, they need to accomplish business objectives, foster communication, and build stronger relationships.

HOW KEY DEPARTMENTS ARE USING VIRTUAL PRESENTATIONS

Financial Services
Health Care
High Technology
Manufacturing Firms
Educational Institutions

HOW MAJOR INDUSTRIES ARE USING VIRTUAL PRESENTATIONS

Virtual presentations have become a standard communication tool in just about every industry and department. People use them in many different ways to enhance the efficiency with which they conduct business. In this chapter, we will explore how companies are benefiting from using virtual presentations as a strategic business tool. You may wish to choose some of the usages that we have identified for the presentations that your own department conducts. The following examples may give you some ideas of how you can use virtual presentations to solidify your organization’s future success.

HOW BUSINESSES ARE USING VIRTUAL PRESENTATIONS TO INCREASE THEIR SUCCESS

Presentation Window

This tool enables you to share a PowerPoint or media presentation with the group. Other media may include a high-end promotional piece, a video demonstration, or a YouTube.

Audio Control

Participants may use this control to turn their audio on and off or adjust the level. I typically recommend that both you and your attendees use either a computer or telephone headset to increase the quality of the audio and avoid disrupting others.

Picture Window
Audio Control
Presentation Window
Screen Sharing

TOOLS FOR DISPLAYING OR CONTROLLING MEDIA

Virtual presentations are supported by various services and applications that are available on the market. Currently, the major players are Adobe Acrobat Connect Pro, WebEx, Microsoft Live Meeting, and GoToMeeting. Anything that I could say about these particular tools may be outdated by the time you read this book, but at least you’ll have an idea of what sort of tools to look for in your virtual presentation software.

II. VIRTUAL PRESENTATION
TOOLS

TAKE ACTION

Have bad news to deliver
Need to establish trust.
Need to change attitudes.

Face-to-face presentations should be conducted when you:

WHEN FACE-TO-FACE PRESENTATIONS ARE A MUST

You should consider using virtual if it would be beneficial to archive your presentation for viewing by those who were not able to attend in person.
Finally, using frequent virtual presentations may foster collaboration and build stronger teams.

Need the more advanced capabilities of virtual presentations.

If it’s in your company’s best interest to keep the travel budget low, then a virtual presentation can get your message across while saving a fortune in airfare.


Need to reach people far away (cheaply).

As stated previously, there is only so much space in a conference room. Whenever you need to send a message to the entire floor or the entire company, your best bet is to go virtual.

Need to present to more than
25 people at the same time.

Here is a breakdown of times when you should
consider a virtual presentation and times when you should not.

WHEN TO CONSIDER
A VIRTUAL PRESENTATION (AND WHEN NOT TO)

Now that you have had an opportunity to review how a wide range of
industries and departments are using virtual presentations to enhance
their success, how will you be using them?
Take a moment now to thumb throughTable 7.1 and make some notes
for yourself in Table 7.2, identifying the types of virtual presentations that
you would like to conduct immediately and in the near term (within three
to six months). Page 31

TAKE ACTION

Enable a geographically dispersed management team to review proposals, collaborate on important content, and keep projects moving forward.

Senior Management

Instantly escalate employee support calls to an online support session.
Support distributed users from any location by remotely controlling their desktops to see and fix problems in real time.
Shorten the time required for application rollouts by supporting teams in setting requirements, prototype testing, joint development, and system launch.
Track progress among multiple teams by enabling more frequent, more substantive, and more collaborative project status meetings.
Accelerate the deployment of new business-critical software by reducing the time required to train users from several months to a few weeks.

Information Technology

Generate a larger number of qualified leads with targeted, compelling Webinars and events.
Increase your contact with customers, analysts, and prospects by conducting frequent virtual interactions.
Conduct virtual marketing, promotional, and awareness events, including Webinars with industry experts on timely topics.
Conduct more effective remote reviews with geographically distributed agencies, contractors, and marketing teams.
Easily create an on-demand repository of virtual presentations.
Effectively support online product launch events that can reach a broad audience with a consistent message.

Marketing

More rapid decision making.
Enhance global operations by conducting more convenient and more frequent presentations with geographically dispersed personnel.
Enhance collaboration among departments and team members.
Deploy critical knowledge rapidly.
Bridge geographical and company boundaries, while seamlessly including suppliers, consultants, and other third-party stakeholders.
Provide increased access to experts and other resources
throughout the world.

All Departments

Shared Folders

Shared folders are electronic locations where you can store documents, media, and even other presentations for participants to download and refer to. These materials may include PowerPoint slides, assignments, notes, lists of resources and Web sites, answers to frequently asked questions (FAQs), and other documents. You may request that participants review this information prior to, during, or after your presentation.


Figure 6.1 shows a sample screen from a virtual meeting that illustrates most of these tools. Page 23

Whiteboard

The whiteboard serves the same function as a flipchart in a face-to-face meeting—it provides you with a blank screen that either you or the attendees can type or draw on. This is a bit different from screen sharing. Instead of enabling attendees to share the contents of their screen, this tool enables participants to simply add their comments to a blank screen. Use the whiteboard as the electronic equivalent of a flipchart, not an LCD projector.

Polling

During the presentation, you may ask a question and allow participants to vote on a single choice
(e.g., “How many of you feel that this presentation is relevant to your current situation?” ).
This is a good way to check participants’ interest and engagement in your virtual presentation. Taking polls involves the members of your audience and keeps them interested. It’s also a good way to get feedback on how you’re doing as a presenter, and you might learn something from it. You can display or not display the results of the poll to the rest of the attendees.

2. Participants’ Window

The participants’ window is more than just a roll call for attendees. It is typically located to the side of the whiteboard. This window displays the names of the people attending the presentation and several icons that they may use to provide you with feedback. The icons typically include :
√ for Yes,
X for No, a raised hand for “I have a question,” and clapping hands to let you know that you are doing a good job.

1. Chat.

During your virtual presentation, you can exchange instant messages and e-mails with participants with the chat function. You can also send group messages and e-mails during a presentation. In addition, you may use chats to engage in written dialogue with participants or promote discussion among attendees. I recommend avoiding chats among participants, except during discussions and some exercise activities, as they can often go off topic. Most virtual presentation services and applications allow you to control who may chat with whom. You can also control which chats may be displayed to the rest of the group. You, your producer/moderator, and other presenters may also communicate privately, without the attendees viewing your chats.

TOOLS FOR INTERACTING WITH PARTICIPANTS

Screen Sharing

You may share your desktop or a portion of your screen with attendees. Sharing your desktop means that attendees will be able to see what you are seeing on your screen or on a portion of your screen. With your permission, participants may also share their screens with you and with other colleagues who are attending your virtual presentation. They may view notations that you place on your screen, such as arrows and other methods of highlighting. You may also share a variety of media, including photographs, slide shows, and animations.

Picture Window

You can share a video stream of yourself while you present or insert a picture of yourself. Another option is to mix things up by showing a photograph of selected participants as they interact with the group, demonstrate an application, or answer a question.

Need to change attitudes.

Conducting a presentation that can change people’s attitudes is difficult to pull off in person and nearly impossible in a virtual environment. As with building trust, visual cues and social presence are critical here. To succeed, these presentations not only need to establish trust, but must create an environment that is intimate, open, and accepting

Need to Establish Trust.

A crucial objective of many meetings is to establish trust. Presentations designed to engender investor confidence or an unquenchable desire for a new product would be a couple of examples.

If the meeting is about something that is deeply emotional, such as an announcement that layoffs are forthcoming or that performance has been poor all-around this quarter (and hopefully that isn’t the case for anyone reading this book!), then the message needs to be delivered in person.

Have bad news to deliver

Some people are excellent communicators in certain settings, but are deathly afraid of being in the spotlight.
They are great on the phone, but not so good face-to face. Although programs like Toastmasters can be beneficial in the long term for helping such people improve at presenting in person, in the short term, a virtual presentation is ideal.

Have serious stage fright.

Need to present to more than 25 people at the same time.
Need to reach people far away (cheaply).
Have serious stage fright.
Need the more advanced capabilities of virtual presentations.

Virtual presentations should be conducted when you:

WHEN VIRTUAL PRESENTATIONS ARE A MUST

Lecturer: Frangky Silitonga, S.Pd

Nama Mata Kuliah : Presentation Skills
Kode Mata Kuliah : 092-EL060
Pertemuan : 3 (Tiga)

Kompetensi Khusus : Mahasiswa mengerti perbedaan dan persamaan
virtual presentation dengan face to face presentation.
Materi Pembelajaran : Introduction to Virtual Presentation 3rd

Table 5.1 TAKE ACTION FORM: USES OF VIRTUAL MEETINGS

TAKE ACTION

Now that you have had an opportunity to read this chapter, taking into consideration your company and its partners and customers, when would you consider using virtual presentations and when would you not? Take a moment now to review and consider your own presentations. Use Table 5.1 to identify those presentations that you would consider converting to virtual presentations and those that you would not.
Full transcript