The Easiest Way To Improve Your Presentation Skills

​In my line of work, I end up doing a lot of presentations.  I've also studied a lot of information on how to become a better presenter.  A long time ago, I took a class from Distinction Communication, a company that helps people develop more effective presentations (and presentation skills).  Since then, I've taken "refresher" courses from the same folks.  You can find a lot of free, helpful presentation tips and videos on the Distinction site, by the way.

Seeing what you don't see

One of the most effective techniques I learned was to videotape yourself presenting so you can see how you appear in front of an audience.

​I must say, the feeling is both discomforting and extremely powerful.  Not only do you get to hear how clearly (or unclearly) you communicate, you also get to see the nervous habits you don't notice from inside your own body.

For example, you may notice you use a lot of filler words, like "Um" or "Uh."  You may find that you rock back & forth a lot, or don't make eye contact with your audience.  You may also find that you make strange gestures that distract from your content.​

All of these sorts of things are normal but very hard to notice when you're actively presenting.

DIY presentation skills improvement

For a long time, the only time I ever had my presentations recorded was during these training / coaching sessions.  Last year, I realized I could do this kind of "presentation audit" myself pretty easily using tools that were readily available to me.​

If you want to record your presentation, you can easily do it using your smartphone, tablet (iPad, Nexus 7, etc.), or the webcam on your computer.  Lately, I've been practicing my presentations the night before in my hotel room and using my recorded session to identify problems with my presentation.  I find it very helpful.​

​The key is to be in full "show mode" -- from a personal perspective, not just a PowerPoint perspective.  In other words, pretend you have a full audience and present as though it were the real deal, as this will provide the most useful data from which to improve your skills.

It's also kind of fun to keep some of these presentation audits so you can look back and see how your skills are evolving.​

The Perils of Cloud Apps

In the past month or so, a couple of cloud applications announced they were pulling the plug:  Google Reader and Astrid (a cloud-based task management application, which was purchased by Yahoo).  Luckily, both of these gave plenty of lead time to their users and provide ways to export their data for migration to other services.

​But what if your cloud app disappeared without any warning?

What are some things that can help you if a cloud application disappears out from under you?  Here are some things I thought of - if you have others, please leave them in the comments.​

1. Openness: Applications that use open standards or output formats make it easier to move from one service to another.  
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   ​For example, Google reader supports OPML (for input and output), making it easy to import and export feed lists from one program or service to another.  In many cases, data can be exported to CSV (Comma-Separated Value) format - not a fancy format, but very broadly supported.
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   ​The main thing?  Figure out how you would move out before you move in.
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2. Backups:  It's OK to rely on a cloud application, but don't be too trusting.  Periodically make copies of your data and store it in a safe place outside the cloud application.  The frequency, number of versions, etc. should be driven by the value of the data you're storing in the cloud app - the more valuable (or the harder to recreate), the more you need to increase the backup frequency, number of backup locations, and version depth.
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3. Look for offline / "permanent" options, or hybrid solutions:  Some cloud applications have local clients that cache / synch data locally.  Often, this feature is present to allow offline access to the data, but it also provides security if the cloud app is unavailable, or goes out of existence.
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4. Backups, backups, backups: I mentioned backups before, but I'm serious - having a backup is your best bet in case the unexpected happens.  You may even want to go as far as printing out some of the data (or printing it to a PDF) as an extra precaution.
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5. Pay for your service:  These days, I am more open to paying for a service that I like under the naïve assumption that if I pay the vendor for their service, they are more likely to keep providing the service.  Even if there is a free option, I often pay for services that I find to be "indispensable" - Evernote is one such example.
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   ​Of course, that isn't always a guarantee - I had a paid Premium subscription to Astrid, and they're still shutting down the service due to the Yahoo acquisition.  Of course, they'll be giving me a refund for the unused portion of the subscription, but I'd rather have the service.

Those are just a few tips that come to mind - any other lessons learned that you care to share?  If so, leave a comment.​ 

Make your own backpack file folders

I have a few travel bags I like to use, and one of them is a backpack (it's the one at right - I like it because it has a laptop sleeve and an iPad slot).  The problem is, when I first started using it, I'd put my folders into my backpack, where they only fit in sideways and all my stuff would fall out ​and get all mixed up in the bottom of the bag.

A long time ago, I saw some backpack-friendly backpack folders, but I haven't been able to find them in the recent past. So, I decided to make my own.​  I experimented with several approaches and thought I'd share what I learned with you.

Find the right folder

I tried several approaches:

1. Folder jackets:  These are essentially sleeves that you put your folders in or use as standalone pockets. They are slightly larger than normal folders, and only open on one side.  They worked OK, but I found I had to remove them from my backpack any time I wanted to put something in, or take something out.  I still use one of them for supplies (post-it notes, notecards, stamps, extra business cards, envelopes, pen refills, etc.) and it works fine for that purpose, as I don't have to get at those items very often.
2. Paper folders: These work OK, but don't last very long.  The seams give way much too soon for my tastes.​
3. Plastic folders:  These are excellent.  The best I've found are the GTD folders from David Allen Company - they are heavy duty plastic and I've been using the same set for about 4 years now.  I tried other, lighter weight plastic folders from office supply stores but they weren't tough enough.​  The David Allen folders are  color-coded, very sturdy, and come in both A4 and US Letter sizes.

Plug the leak

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Once you have your folders, you need to "plug up" one side of them so they contain your papers, cards, etc. when they are put in your backpack sideways.  To do this, you simply close up one side with tape.  My first attempt was on my Inbox folder (at right) and I used duct tape - at the time, all I had was teal-colored tape.  This worked fine, but I have found that the duct tape tends to peel sometimes or stick to other things.​

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For the rest of my folders I used heavy-duty, clear packing tape, which is now my favorite.  This is the thicker variety of tape that feels more vinyl-like than plastic.  It lays down flat, and is very strong.​   Cosmetically, the clear tape is more appealing - as you can see in the picture of my Receipts folder, below - the clear tape is on the right, and you can barely see it.

When you apply the tape, keep the edges of the folder together pretty tightly - if you leave a gap, you'll expose some adhesive and it will stick to your papers and attract dirt & paper dust.  ​

Label for easy filing

The final step is to add labels so you can tell which folder is which while they are safely tucked into your backpack.  I used my label maker to create small folder names (the names match the names on the "normal" folder tabs on the long edge.  I put them so I can read them while they are in my backpack and simply slip items into the proper folder without removing them - this is particularly handy for my Receipts folder and my Inbox folders.  See below for an example of how easy it is to read them from the end when you use this approach.​

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​So, there you have it - easy, do-it-yourself folders for your backpack.  By the way, when I use my "normal" briefcase, I use these exact same folders.  They work just fine with one side taped up.

Travel Survival Tip: Dealing with blisters on your heels

On more than a few occasions, I've worn new shoes on a business trip and been miserable because my heel(s) developed blisters because the shoes weren't broken in yet.  It makes for a miserable trip.  Fortunately, you don't have​ to suffer.

Moleskin to the rescue

Several years ago, I discovered that there was a great solution to this problem: Moleskin (not to be confused with the Moleskine notebooks - they are a completely different thing).​ Before discovering moleskin, I used Band Aids, but they just didn't stay on very well.

Moleskin is a felt-like fabric with an adhesive coating on one side.  You can find it at most pharmacies, or stores with pharmacies in them (such as many grocery stores and Target).​  It is in the foot care section, along with show inserts, corn pads, and things like that.

To use it, simply cut a square that will cover your blister (or the red area where a blister or "hot spot" is developing), apply it directly to the skin over the blister, then put your socks and shoes back on.

If you already have a blister, it will still hurt, but it won't get worse, and it won't hurt as much.  If you don't have a blister yet, moleskin can keep one from developing.​

Each day, replace the square with a fresh pad.  I find that the moleskin is easier to remove if I take it off after my shower - it's waterlogged anyway at that point, so it is a great time to apply a fresh pad.​

Keep putting it on there until the blister is healed, or your shoes no longer hurt your feet.​

​Plan ahead for more pleasant travel

With moleskin, it can pay to plan ahead.  You see, moleskin is sold in larger sheets or rolls so you need to cut it -- that can be challenging these days, since it is difficult to travel with scissors.

I buy moleskin and cut it into small squares (roughly 1" square, or 2.5cm square) and put them into my laptop bag so I have some handy if my shoes begin to irritate my feet. This has helped me on at least 4 occasions I can remember, and I make sure moleskin is a permanent part of my travel gear.

Stand up & ditch bad habits: Ways to improve creativity & productivity

Productivity — an overarching term, for sure, and your productivity can be increased or reduced by various internal and external forces. Whether it's an ambitious personality, lifestyle habits, elevated work expectations, or an innovative environment, the level of sustained work productivity is influenced by a lot of factors. For creative professionals such as writers and graphic design experts, maximizing creativity and improving productivity are essential for a successful career. The good news?  Changing your environment and breaking norms can help enhance your productivity and creativity.

Stand-Up Desks & Walking Stations

Most of us have experienced the fatigue of sitting at a desk in front of a monitor for a long time. Extensive studies confirm that a sedentary lifestyle is linked to a shorter lifespan and increased risk of certain diseases, high-cholesterol levels, blood clots and inflammation. Prolonged sitting is harsh on your body and exhaustive, and those of us who are slaves to desks and computers are reminded of the health risks.  So what can we do about it?

I've been thinking of replacing my traditional desk with an adjustable-height desk.  I think it would be a fun change of pace, but I've also been reading about some of the health benefits of standing desks.  For example, Dr. Ron Joine (vice president and medical director of GlaxoSmithKline's environmental health and safety group) says that standing while working stimulates the mind, increases energy levels and can burn up to 200 calories per day.

Change is good, too.  I've been reading that it is healthy to switch things up by using different ways of working, such as standing desks, traditional desks, walking stations (treadmill desks) and desks with yoga balls. The notion is that by moving around more, your productivity and efficiency will increase, which also boosts morale, optimizes health and sparks creativity.

For a long time, I've found that if I stand during conference calls I am more focused and the calls are not only more productive, they tend to wrap up more quickly - less wasted time, in other words.​

Performance Norms & Habits

Sitting vs. standing is only one dimension of this - you can reduce periods of low productivity by breaking bad habits, revamping your routines, changing up norms and setting more aggressive goals for yourself.

As a leader of a team, raise "the bar of performance expectations by setting elevated goals" and measure performance progress, says Forbes.com contributor Jack Zenger, a strengths-based leadership development expert. You can start by assessing where you are -- give yourself an honest performance evaluation. How would you rate your ongoing level of productivity? Mike Myatt, Managing Director of N2grwoth, tells Forbes.com that he gives himself "hourly gut checks." For 20 years, Myatt asks himself every single hour, "am I doing the most productive thing possible at this point in time?" If the answer is no, change gears an focus on something productive. I think this is an interesting approach to make accountability a person habit.  If you want to do this, a timer (on your computer, or a kitchen timer) can help remind you to ask yourself this question.

Create new, productivity-enhancing norms such as:

• Fuel up in a healthy way and nourish your body with nutrient-rich foods. Focus on how superfoods make you feel. Eating sugary or fatty foods in large portions makes you feel sluggish and dulls the brain. Sharpen your mind and creativity with vitamin and nutrient-rich fuel.
• Maintain a productive workspace that's free of distractions and clutter. Keep your desk minimally decorated and you're less likely to "drift off" while you work. Is your desk optimized for work and focused intention?
• Make small changes to feel refreshed and eliminate the mundane. Recharge by changing anything from the type of coffee you drink and lunch you eat to the light and sounds of your surroundings. If you have the luxury to work from home, add some variety by occasionally working at the library or different coffee shops as a change of scenery.

​What about you?  Do you any tips and tricks that help you feel more productive?  Have you switched to a standing desk?  I'd love to know what is working for you.