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NOISE
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Noises that interfere with your meeting can come from your audience, feedback from technology, or noisy conversation in the hallway. Check for the volume of concurrent sessions if meeting rooms are near each other. Rooms with movable walls are notorious for sound leaks. Joseph learned about the challenge of noise pollution when he gave a presentation for a large meeting of executives. His material was excellent, and he knew it inside and out. It was interactive and informative. The audience was very motivated to be there. That sounds like the perfect arrangement, doesn t it What no one was prepared for was the man drilling into the cement on the other side of the front wall! Extrinsic noses both inside and outside of your room are major distractions.
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TEMPERATURE AND AIR FLOW
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To keep the audience engaged, the ideal temperature for your meeting room is in the range of about sixty- ve to sixty-eight degrees. Warm, stuffy rooms are the worst environment for speaking. Participants get sleepy and bored very quickly. You ll need to adjust your style and content to be more interactive. Take frequent breaks if you can. Cooler settings are almost always the most conducive for meetings. Err on the side of cool temperatures to keep your audience alert. It s always a good idea to remind participants to dress in layers. Moving air that doesn t blow directly on anyone is ideal. A stuffy room induces claustrophobia and mental dullness. The speaker and the maintenance staff should be the only people allowed to adjust the room s thermostat.
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Come out from behind a lectern and stand in full view to connect with your audience.
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QUIZ
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For questions 1 3, choose the room arrangement that is most appropriate for the given situation. 1. A conference breakout and team-building session for fteen participants (a) Boardroom (b) U shape (c) Theater (d) Classroom 2. An orientation meeting for seven newly hired employees, with the goal of teaching the group to ll out insurance forms (a) Classroom (b) Boardroom (c) Chevron (d) Conference 3. A shareholders meeting for three hundred people (a) Boardroom (b) Theater (c) U shape (d) Chevron 4. What is the best room setting to emphasize hierarchy and power (a) U shape (b) Boardroom (c) Theater (d) Chevron
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CHAPTER 14 Where Shall We Meet
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5. What is the best room temperature for a presentation (a) Sixty-eight degrees controlled by participants (b) Seventy-two degrees controlled by participants (c) Seventy-two degrees controlled by maintenance (d) Sixty-eight degrees controlled by the speaker
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Are There Any Questions
What time is the three o clock parade Wow, what a silly question! The three o clock parade is at three o clock, isn t it Well, not necessarily. I learned in a Disney training session that the parade question is among those most often asked in the Magic Kingdom. Even though it might seem like the person asking this question must not have been listening, you might want to dig a little deeper to nd out what s behind the question. Consider that a parade starts at one spot and then meanders throughout the park. What the person really wants to know is What time does the parade pass by here Answering questions well is an art to be mastered. The way you respond to questions can make or break your credibility as a presenter, so don t let yourself be caught off guard. Even though the questions you ll get may be unpredictable, there are many things you can do to prepare, prepare, prepare! The rst thing to decide is whether you ll take questions during or after your presentation.
Stand and Deliver
Bonus Point
To keep the audience involved, allow for questions and answers throughout your presentation. (A very tight schedule limits the amount of time you can allow for answering questions, so control questions that derail the topic.)
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