An Internal Affair: The Problem With Internal Speakers

Internal speakers get a bad rap.

Not to say that it isn't largely deserved; for the most part, internal company speakers are what one talks about when they reference such phrases as, "Death by PowerPoint" or "Information Overload" or "Podium Ambien". (Okay, so I made that last one up.)

Professional speakers--again, only for the most part--manage to avoid such pitfalls. That's not to say there aren't exceptions to the rule: I've seen fabulous internal presenters and pretty lousy professional keynote speakers. It's just that when one makes their living doing something, they tend to do it fairly well. A company probably didn't hire a CFO to give an ace 50-minute presentation once a year at a sales meeting...they probably hired them to be really, really good at company finances. So presenting really *isn't* an internal speaker's main job--they already have a job to do, and one can hardly blame them for giving a comparatively small presentation the short shift when their main focus is on their daily responsibilities.

Recently I stumbled on a discussion of event industry professionals centered around poor presenters. The general consensus was that companies should hire professional presenters to escape from the trap of sub-par internal speakers.

Well, that might work for a keynote speech, of course, but I would say that not only is this financially prohibitive on a bigger scale, but it's also unrealistic, largely unnecessary and can take away a lot from the meeting--including critical information. After all--if you need someone to give the financial picture for the company moving forward, the best person to do it is someone internally who deals with that particular facet.

I'm not that quick to brush off internal speakers all together. There are definitely ways to coax a more engaging presentation out of a non-professional speaker:

Make it an Interview. A dialog can be much more captivating than a monologue. Have an emcee or dynamic colleague ask the presenter pointed, relevant questions. Keep the conversation focused and moving along.

If one is feeling like doing something different for an event, one could even stage the general session like a talk show--keeping the same emcee to transition between different subject matter experts.

Present as a Team. The head of a department can give a brief overview, and then hand off to members of their team to present--or presenters can take turns. Not only does this change who's on stage--adding novelty and re-engaging the audience every time the presenter changes--but it can also be a great opportunity to let a team share in the "glory" and let themselves be known to the audience.

Keep it High-Level. Internal speakers are often subject matter experts that spend all of their days doing their job in the area that they are speaking about. It's great that they're passionate and knowledgeable about their subject--but it's not often that the audience shares the same level of enthusiasm. For instance--a sales force doesn't want to (or need to) know *all* the little nuances of the marketing process and department and plan--they just need to know the parts that are relevant to them and will help them most in their job. Information overload can be prevented by keeping everything very high level--the presenter should think about what's important to the audience as opposed to what's important to them.

Add Variety and Multimedia and Novelty. There's nothing more compelling than a story--and internal speakers are full of them; they just don't know it. Stories, metaphors, pictures, video clips--all these tools can be incorporated into presentations to significantly boost the engagement factor. A story doesn't have to be a personal anecdote--sometimes a presentation *does* tell a story if framed correctly. Instead of clip-art pictures, use bold, big, colorful and memorable graphics. (And take out some of the PowerPoint text while you're at it.)

Case studies are also great. A presenter doesn't have to tell the audience how program X will benefit them--give a case study. Better yet, call the case study subject on stage to interject their story during the presentation. Variety, multimedia and novelty are all key in keeping the audience off the Blackberry and on the presenter.

Have a global, pre-defined and assigned set of outcomes. Having a set of clear outcomes for an event is huge. Define outcomes and give them to presenters. If they want to talk about something, it must somehow support one of the outcomes. If it doesn't, they either cut that information, or renegotiate. Every presentation should support the event--and having a cohesive set of outcomes both within the event and within each presentation will keep everyone on-message (and prevent speaker-speech-wander). Don't be afraid to cut time when it's not needed--just because you've always allotted 90 minutes for the marketing team, doesn't mean they have 90 minutes of relevant, outcome-based content THIS year.

Rehearse. It's torture to sit through an already-dry presentation only to be confronted with technical glitches, "What happened to my slide? Can you go back one?", and unprepared speakers. Internal speakers have regular jobs within the company, so they're not always given adequate time to rehearse. This isn't just an on-site task, by the way. Reviewing their presentation as they go along with a trusted peer, team-member or assistant (anyone with an honest, knowledgeable, critical eye) can keep it on-point and fresh.

Toss the PowerPoints. Look. I've heard it hundreds of times; "Well, [CEO, CFO, CMO, VP, Etc.] is just going to do his/her slides on the plane before the event...so there's not much *we* can do about it..." Not only does this tie in with not rehearsing, but if a presenter doesn't have time to prepare in advance--cut the slides! Not only do night-before slides have infinitely more mistakes, but they're also much more likely to contain the speech instead of being a speaking aid. Consider supplementing PowerPoints with handouts, or even a recording of the presentation (or presentation notes) on a website after the event.
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Say it with a Song

One of the unique techniques that we use to enhance face-to-face communication: parody songs.

Maybe it seems silly to use a parody song at a corporate event or in a serious video--but using parody songs to communicate or review key messaging isn't just a one-note wonder (ehhem...). They're a smart, brain-based way to engage the audience with the content; at an event, in a video, online, or in person.

Think back to when we were kids; the most important building blocks in education were taught...through song. The "ABC's" and "1-2-Buckle my Shoe" were instrumental in getting toddlers reading and counting. Programs like School House Rock taught older children about everything from conjunctions to the process behind being a "bill on capital hill". Simply put, music and songs can help us learn--and that doesn't stop in childhood (nor does it need to stop outside the door of a corporate event).

Parody and learning songs are captivating. They:

  • Engage both the creative and pragmatic areas of the brain.
  • Promote a positive learning experience.
  • Manipulate an audience's emotional state (try frowning while listening to a Sousa march).
  • Are a novelty that captures attention.
  • Can stick in your head (talk about message reinforcement!).
  • Are just plain fun--to listen to AND to write.
Most of all, they promote learning in a unique way that interrupts the expectation of "learning as usual"--engaging an audience in a very powerful way.

For instance, be sure to turn up your volume and take a look (and listen!) at this video that we wrote and produced for Transamerica's SecurePath--designed to educate visitors to their website about applying for Social Security:



We used opera in this example because it was appropriate for the subject matter and the audience, but we've also done parodies of popular songs, classics, oldies, etc.

Now that's NOT just information about Social Security as usual.
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The Key to your Keynote Speaker

We're not in the business of brokering keynote speakers, generally. But after attending hundreds of events that use keynote speakers, we know what works and what doesn't, and can give some good recommendations. (In the events business, you know you have a great keynote speaker when the AV crew pays attention.)

The keynote speaker can be a critical piece of your event--they're there to motivate your audience, to tell a story and to inspire action. They should fit into your event plan seamlessly and strategically--becoming a part of your overall message instead of just a novelty.

The things that make a great keynote speaker can vary, but the things that make a bad keynote speaker are pretty much the same across the board.

Here are some things you should watch out for when looking at a keynote speaker:

1. Lack of Customization. This is the number one failing of keynote speakers. We've all heard speeches that sound practically like recordings with a space left blank to "insert company name here". Your keynote speaker should take the time to get to know YOUR message, your company's unique challenges and attributes--and be willing to tailor their speech accordingly. In the case of keynote speakers, one size does not fit all.

2. An Amazing Story...But Not Much Else. There are keynote speakers who have done genuinely amazing, awe-inspiring things...but that doesn't mean that it translates into a keynote speech. Be wary of stories that don't have a deeper message and take-away. The goal for your attendees will not be to climb Mount Everest (usually), but, rather, to overcome THEIR obstacles.

3. An Amazing Speech...But Not and Amazing Speaker. Believe it or not, there are great keynote stories and messages that get lost, quite literally, on the floor of your event. We once saw a keynote speaker who had a great message, but only his lapel got to hear it--he was just cutting his teeth on the keynote circuit, and didn't quite have the whole, you know, *speaking* thing down yet. It's critical that the keynote speaker be able to connect with your audience.

4. It's All About Them. We've seen many good speeches that have been polluted by the litter of the speaker's own ego. When every point at the end of the story or anecdote is, "You'll find this in my book," it gets tiresome for the audience. Additionally, great keynote speakers are all about the people in the room--not necessarily their own achievements. Their story should be a frame for their speech--not the entirety of the message.

5. Basic Presentation Mistakes. Most keynote speakers rank pretty highly on the professional-looking presentation spectrum compared to most internal presenters. However, they can still occasionally fall prey to mistakes like having too much on their PowerPoint (using them as speaking notes instead of visual aids, or making them hard to read). A lot of the time, companies won't proof or spend much energy on the keynote speaker's presentation--they just plug it into the master slide deck and go. That's when basic mistakes happen; a clip fails to play, the formatting becomes messed up, etc. Having rehearsal helps mitigate this, but we find that the keynote speaker doesn't always come in for rehearsal beforehand--either because they're too busy, or the company doesn't have the budget for the extra time.
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7 Truths About Your Event SlideShare

Our new SlideShare presentation for the 7 Truths (you may not want to know):
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The High Cost of an Ineffective Event

While talking to a client the other day, he revealed some interesting calculations for the cost of their next event.

Factoring in the number of people, productivity and sales lost from being away from the office, and actual event cost (venue, keynote speakers, food, lodging, activities), the company was spending...

...wait for it....

...upwards of $100,000 PER HOUR on their event.

That's a heck of a lot of money. Especially when companies are being particularly frugal nowadays.

We're not saying don't host your event. Certainly not--events have value that far exceeds their cost.

What we are saying is that if you're going to spend $100,000 PER HOUR on a three day event, shouldn't it be the best darned event ever?

Why would you have your presenters go up and PowerPoint your audience to death--as per usual? Why would you have your audience just sit in their chairs for hour upon hour?

You wouldn't. So it's time to rethink how much an event is *really* costing. If it's the same old event as usual, then the price is far greater than the budget allows--even if it's not in dollars.
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Eddie the Eagle on the E4 Blog

Eddie the Eagle, featured on Experient's E4 Blog.

e4 Conference - Eddie Eagle from David Stewart on Vimeo.

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Psst... Don't Set the Tone for Another "Boring" Meeting!


I saw the above image on icanhascheezburger.com (a popular site dedicated to the internet phenomenon of "Lol Cats"--cats with often-misspelled captions that make you laugh out loud).

This poor captioned-kitty isn't alone in its feelings. In fact, around the internet--whether in advertising, cartoons, or lol cats, the joke is on meetings: corporate meetings are "boring". Period. Everyone "knows" it. It's ubiquitous and universal.

So when a company hosts a large meeting or event, they're already fighting against that preconceived notion which, by the way, has *plenty* of evidence to back up the perception.

You know what? Most corporate meetings ARE boring. Presenters are strung together one after another with little thought to the overall messaging. Presentations are given out of obligation--and without consideration for engaging the audience. (The goal shouldn't be just to present the information--which it often seems to be--but to actually present it so that audiences GET it.)

Changing your meeting from boring to effective is one task (and it's not so monumental as one might think), but how does one change that, "This meeting is going to be booooring" attitude BEFORE the event? It starts before attendees walk in the room, get on a plane or leave their homes.

  1. Pre-event materials that are fun and focused. Don't miss the opportunity to "market" your meeting--even if it's an internal audience. Send them pre-event reminders, building up excitement and making it clear that this will NOT be a typical meeting-as-usual.
  2. Pre-event videos. Record a clip of the keynote speaker, president, CEO, etc., previewing the event. In our case, if a company has used an AniMate in the past, we'll have the AniMate record the message conveying his/her excitement for the upcoming event.
  3. Pre-event buzz. Bring your event online. Create a website, if possible, detailing the event and providing a space for attendees to talk about it. You can also use social media outlets--like Facebook or Twitter--to get discussions going about what people want to take away, personally, from the upcoming meeting.
  4. Surveys and pre-work. Send out pre-meeting surveys, asking attendees what they'd like to see at the event. Even if presentations aren't flexible, these issues or questions can make the presentation more relevant for attendees. If necessary, there can be a special time dedicated to addressing key content, or a presentation can be swapped out for a more relevant one. You can even assign attendees pre-work that prepares them for the event at hand.
  5. Publish the Agenda. Distribute the agenda along with key take-aways. This prepares attendees for the learning that's about to occur in the event and also gets them thinking about how it will be relevant for them.
Of course, pre-event materials do only a fraction of the legwork in changing the perception of the event. The real proof is in the pudding--as they say--but get the audience to expect something that is going to be different than the usual, and they'll be more receptive to your messaging from the get-go.

Now putting that change into effect once they get into the room (and immediately when they get in the room) is another list altogether.
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We're now on Facebook!

Live Spark has joined the ranks of millions on Facebook!

Become a fan, and you'll see extra pictures, updates and more, plus a feed from our blog and twitter pages. It's a one-stop place for Live Spark news and updates--along with trends and industry tools that we've spotted.

We look forward to seeing you there!
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Pecha Kucha in Practice

Recently, we talked about our excitement surrounding the concept of Pecha Kucha presentations.

Pecha Kucha (pronounced pa-cha-chka). Is a presentation format developed by Japanese architects who wanted to show off their work, but who were sick of the same old death-by-PowerPoint presentations.

Basically, a presenter is allowed 20 slides--20 seconds per slide--for a presentation total of 6m:40sec.

At first brush, this sounded like a wonderful idea. It limits the time and presentation space that presenters have in such a way that they have to be highly selective and highly visual in order to be effective. Or they *should* have to be selective, anyway.

Then we saw our first batch of Pecha Kucha presentations at a recent event.

While the concept is still a great one, in practice it fell far short of an effective presentation style.

Why was this?

Well, the presenters treated it like just another presentation--only shorter. This meant that there was the same visual clutter on the PowerPoint slides, the same slide-as-speech mentality, and--worst of all--the limited time did not seem to have an effect on the content focus. Instead of being short, concise and witty--as we envisioned a Pecha Kucha to be--they were meandering and--at some points--a bit schizophrenic in their direction. That, and there was still the ever-present sin of trying to cram as much information as possible into the presentation (only with limited time, you can imagine how well this worked out--talk about overload!).

It goes to show you that just because a presentation is short, does not mean it's engaging. And just because it's reduced in length does not make it concise. The presentations should have been laser-focused, but instead the presenters didn't really know what to do with the format, so they reverted back to presentation-as-usual (only crammed into 6 minutes and 40 seconds).

We're not saying it's their fault--most people are raised in business culture to think of presentations in one way; the way they've always been done and the way they always will be done--damn the torpedoes, full speed ahead!

So perhaps we just need to refine the Pecha Kucha in order to make it a more effective presentation tool...

...or perhaps we still need to look at presentations differently. Not as vehicles for information delivery, but as vehicles of communication. More on that later.
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A little bit of Funny...

The Onion consistently amuses us for various appropriate and inappropriate reasons.

We thought this was too funny not to share:

Wow Factor Added to Corporate Presentation

It makes us think about what *really* adds a "wow factor" to a presentation...interaction, simplicity, engagement, stories...perhaps not just the bullet points. :)
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