Page 3 - Successful Oral Presentations for Government Contracts (cont.)

PREPARING

Get professional help. The purpose of the Government's new emphasis on oral presentations is, of course, to have the people with in-depth knowledge make the presentation, not polished speakers who possess less-detailed knowledge of the RFP requirements. Still, the team of experts making the clearest and most professional presentation certainly increases its prospects of winning the contract. An outside speaking coach should be brought in to show the technical experts how to make a clear and effective presentation that focuses on the Government's needs. In addition to providing knowledge of the speaking art, this coach will be much more frank in providing constructive criticism to presenters than will co-workers, who, wanting to maintain positive working relationships, may be "kinder and gentler" in their critiques of presentations in the various "Murder Boards" (see below). The coach's objective is to blend the techniques of effective presentation skills with the expertise of the presenters. The fusion of these two elements produces contract-winning presentations. (Modesty precludes me from making a specific recommendation as to who this coach should be!)

Solve the "early visuals" problem. If the RFP stipulates that visuals must be delivered early, the potential problem of having the thinking and recommendations/solutions "frozen" to the overheads already sent to the Government agency must be taken into account at the outset. When the visual are being "built," they must (1) have the specificity to permit the evaluators to follow the presentation's general theme, main points, and recommendations, but (2) are sufficiently broad in scope to permit "fitting" in new ideas generated after the overheads have been submitted. One person should be the coordinator of the visuals to assure consistency.

The "Murder Board," a realistic practice simulation with colleagues role-playing the Government agency evaluators, is the key to winning competitive presentations. These intense practice sessions permit presenters to improve their delivery skills and anticipate questions and objections of the actual evaluators. Some presenters will probably resist participating in such intense practice sessions, saying they do not require such play-acting. These confident (or fearful) people should be reminded of words of Albert Einstein: "What a person does on his own, without being stimulated by the thoughts and experiences of others, is, even in the best cases, rather paltry and monotonous. If Einstein believed he needed outside stimulation for his best work perhaps these reluctant presenters can be convinced they may benefit from the crucible that is the "Murder Board." The various "Murder Boards" should be videotaped, and the videotapes critiqued with little mercy. The following four areas, concentrated on in the "Murder Boards," will pay-off in the presentation:

• Hone the delivery skills of all speakers. The purpose of the oral presentation is to transmit, clearly and persuasively, the vision of the consortium as to how it intends to accomplish the RFP-expressed requirements. The technical experts making the presentation will concentrate on the What of the presentation, while the outside coach provides valuable insight into How the speakers communicate their ideas to the evaluators. Poor eye contact and body language, as well as poor vocal inflection, especially monotone delivery and "uh's" and "Y'knows," can negatively impact on the way a message is received. We like to think the lucidity of our presentation is more important than how we look and sound. Research has shown, however, the overriding importance of non-verbal communication on audiences perception of messenger and message. The outside coach earns his or her keep in showing how to blend Substance with Style.
• Don't read from a script. One of the greatest speaking errors of people not accustomed to presenting is to read from a script. Little eye contact is made with the audience, and the thought may occur to the evaluators that this person is reading words written by someone else. Note cards--3x5 cards are best because their size precludes writing too much--with memory joggers can certainly be used, but speakers should show they "own" the material.
• Don't read the visuals. The evaluators are literate and do not need you to read the words on the screen. Few things alienate people more in any audience than to have the speaker read verbatim the words on the visuals. Speakers should reduce to a minimum the text on the visuals during the various "Murder Boards." In my workshop, we spend considerable time learning how to streamline visuals. To avoid falling into the "reading from the screen" trap, try this drill that we practice in the workshop: Position yourself with your feet pointing at the audience, and at such an angle from the screen that turning to read will cause you discomfort. Don't make the pivot; keep those feet pointing toward the audience.
• Use rhetorical devices to reinforce your message. Use of rhetorical devices can add impact to the intellectual content of the message, as well as increase retention by the audience. Start using them in the practice sessions, and you'll be quite comfortable in the actual presentation. Repetition of key points, done adroitly in cadences of three, has a remarkable ability to cause audience members to remember the speaker's remarks. The Pause, especially if it is used as a substitute for "uh" and "Y'know ," likewise tends to reinforce the speaker's words and message. In my workshop I put special emphasis on learning these and several other techniques I call "Shortcuts to eloquence." Even inexperienced presenters, when they add these weapons to their speaking arsenal, will appear polished and articulate.

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