Making a Better Presentation
Making an excellent first impression in Asia is crucial. So if one is going to deliver a presentation to a group i any Asian country, one has to invest more time an effort in preparing the delivery. Remember that presentations in Asia are somewhat formal affair. Your appearance, your outfit, and manner should convey this.
As a general rule, any presentation to an Asian audience should be more formal, orderly and restrained than at home. “We may take pride in appearances of spontaneity and thinking on our feet. We like to sound naturally articulate, not rehearsed. For special effect we mark up our flip charts and transparencies, often with dramatic flair. Many foreign audiences from Germany to Japan feel very uncomfortable with this type of presentations. They may feel slighted when they see that the speaker has not made the effort beforehand to rehearse and to complete the visuals aids in their language, of course. Prior presentation and formality are a matter of respect, the more the better,” writes Lennie Coperland and Lewi Griggs in their book Going International.
As a first step, it is highly recommended that you send your presentation materials in advance so that your local office can read them in advance and, if necessary translate them. Try to use short, declarative sentences when writing. Avoid jargon, difficult words and idioms. And, if you are planning to write letters to go along with you presentation to anyone whose first language is not your own, try and follow some basics discipline such as:
Be simple and concise - keep it to the point
Use short simple words and direct sentences. Avoid uncommon verb forms
Be positive and courteous
Try to phrase negative words (NO) in a positive way
Be polite
Be formal. Never presume to use your associate’s first name. You need to remain formal until your partner indicates you may do otherwise. Being formal also implies being more courteous.
Here are some guidelines to help you become more effective in your presentations to an Asian audience:
Plan your presentation: Think through the actions and reactions you want from the group and prepare for all outcomes.
Research your audience and their culture: This is crucial. Find out about the business practices of the people before you visit a country. How would they react to some of your presentation techniques?. Will they like it if you bad-mouth the competition?. Will they like humor in your presentation ?. In some cultures, especially in Korea, saying something bad about the competition is not usually welcomed.
Keep it Simple: Language is always a major barrier. Use short sentences. Do not use American slang or figures of speech that are difficult to translate and impossible to look up in a reference book. Americans in general should be careful not to use sports analogies as not all American sports are popular in Asian countries. As a rule, use simple words for the audience to understand and try to avoid the cobwebs of presentation. Stay away from American jokes. They won’t be understood in Asia. Do not talk fast and /or loudly.
Brief your interpreter well in advance: You must make sure that your interpreter is well briefed and understands your requirements well before your presentation. when your foreign host provides an interpreter, make sure you explain the gist of the agenda and what you will be presenting. If you are in a technical field, give the interpreter a list of words in advance and a chance to get to know and prepare the translations. Once you find out who will be your interpreter, it is always recommended that you give him or her copy of your presentation in advance. During long sessions it may be a good idea to have more than one interpreters. Pause after each sentence or a two and allow the translator to translate it. Try to communicate only one concept at a time.
When speaking through an interpreter, always look at the person to whom you are talking and not the interpreter (even though it may be more comfortable looking at a listener who understands your language).
Think visually: Be as visual as you can be. Try to use chart an graphics more than you normally might. Effective visuals reinforce your primary message and will be easier to understand for the audience whose native tongue is not English. Make sure you keep the visuals very simple to reinforce the main points. keep the materials simple and clean.
Making eye contact: The speaker should not just look at the translator when speaking. Instead, your gaze should sweep the room in an unhurried and carefully paced manner. You should frequently stop to make eye contact with the head of the team. This will create the impression that you are paying attention to the audience and especially respect the leader. However, looking straight in the eye is disrespectful in most Asian countries. In some culture, it is proper to cast your eyes down or away from someone considered your senior. For example, in Japan, a person who looks straight in the eye of a subordinate is felt to be judgmental and demanding, while someone who looks his or her boss in the eye is assumed to be discourteous and hostile. But, in Western culture, if you don’t make a good eye contact with the person you are speaking to, he or she may begin to feel uneasy and think that there is breakdown in communication.
Do not rush to fill silence: Silence during a meeting or presentation conveys meaning. If a culture is known for its verbosity and has a penchant for explaining everything in words, silence can mean a complete breakdown in communication. If a culture dislikes over-talkativeness, silence can be highly valued as a sign of modesty. Depending on the culture, silence can indicate that they understood you and reached a conclusion or complete disagreement. Silence can appear to be non-active an can be construed to carry no special meaning.
Most of the time, your audience will be quiet and ill observe long periods of silence. Do not rush to fill silences. You must talk and wait patiently. You must give your foreign counterparts more time to talk. When your Asian colleague seems to be struggling with how to communicate a message, be patient and be careful not to put word into his mouth. To many Asians, silence is a form of speech.
Be Prepared: If you are giving a presentation in Japan or Korea, nothing makes a worse impression on the Japanese than the appearance of being ill-prepared. This may also be applicable to most other Asian countries.
Prepare to take several copies of handouts of your presentation materials.
Have someone in your group introduce you to the group. This adds to your credibility.
During your introduction, tell them that you will offer handouts after the presentation. This will help the designated secretary on the Japanese team relax and not waste time taking notes.
Distribute handouts translated into local language of all the technical materials, and product specifications.
Try to maintain a low key demeanor. Try not to be overly loud.
Keep your humor - jokes - to a minimum
Good Luck
(Photo courtesy: www.inmagine.com)
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