As professionals we are often called upon to give a presentation to; colleagues, board members or the public. Many people are terrified at the thought of standing in front of a crowd to present. The ability to stand in front of a crowd and present with confidence and conviction will help you build your professional reputation in your industry.

Giving a great presentation is a learned skill. Here are some tips to perfect the perfect presentation.

Personality – Clothes speak for you.

• Your clothes should reflect the clients image as well as your own. Consider the type of presentation, location what your audience will be wearing and dress one level one.

Poise - Demonstrate your professionalism by paying attention to the small details that will enhance your overall appearance.

• Ensure your clothes fit correctly.
• Clothes should be pressed and tidy, your hair neatly trimmed and your shoes polished.

Polish  - Colour Texture and complementary tones give a polished finish to your appearance.

• Wear colours that complement your skin tone, hair and eye-colour. Some contrast in your outfit will help you stand out in front of an audience. A contrasting scarf or tie, to help your audience maintain their attention upon you.
• Avoid anything too busy or too blatantly bright as it can be visually disconcerting and won’t do much for the content of your talk.
• Make-up should be fairly neutral with the object to look healthy and rested.
• Try to find out what your backdrop will be.  If you are presenting on a stage with a black background, your dark clothes will blend into the background.  In contrast bright clothes will seem glaring in an extremely bright room.

Preparation – Do your research and know your audience.

• WHO are you talking to?  The better you know your audience, the better you can hold their attention by tailoring your material around their needs.
• WHAT do you need to say?  Write your speech with a clear outline of the points you want to make. Select a few key points and embellish these with examples and anecdotes. Build this into a complete manuscript, and read this aloud to ensure you are keeping your message to the point.
• WHERE are you presenting?  Arrive at the venue at least an hour early to make yourself comfortable with your surroundings.  Check the microphone, lighting, audio-visual and any other factors that may affect your performance.

Practice –  Your goal is to deliver a speech with clarity, confidence and passion.

• Begin by practicing from your manuscript, and then simplify the speech to note-form.
• Your may choose to record or video your speech. This will help you review your energy level, body language, eye contact and impact.

Presentation - Your opening sentence must have impact.

• Come out punching with a startling statement, quote or story.  Don’t waste precious seconds with “Ladies and Gentleman” and save any greetings or gratitude until you’ve grabbed the audience’s attention.
• Deliver your speech with energy and passion.
• Maintain your rapport with the audience.  Encourage audience participation through questions or personal insights.
• Use humour with caution: if your jokes fall flat, you will lose your credibility with the audience.  Conversely, your audience will be puzzled if a speech that began humorously, abruptly becomes dry and serious.
• Finish with a strong memorable closing statement or with a vivid example.

When delivering a presentation it is essential to connect with the audience both visually and verbally. Giving presentations is a great way to increase your visibility and gain credibility as a professional. People perceive you as being the expert on the topic you speak about. Your presentation message will gain your credibility and respect if the above points are delivered with equal importance and success.

I receive emails frequently asking

” What should I wear ?” &  

“What does black tie event mean?”

So I would like to share with you a table that breaks down dress codes for different events and what is expected.

Have you ever received an invitation to an event and the dress code states –

“Black Tie”

or

“Black Tie Optional”

What does this dress code mean?

 It can be stressful when you want to look smart and appropriate without messing it all up. So I researched and came up with a description for different expected dress attires for any occasion.

Use the dress code table as a guide also taking into consideration:

1. The venue for the event.
2. The climate.
3. The type of people attending.
4. How you wish to present yourself at the event.

 When attending a specific event a stated dress code allows to connect with guests on an equal level. By dressing according to the dress code allows to attend without feeling awkward.

It’s a good way to kick off the weekend isn’t it. Not having to worry about a stuffy suit or tie. For many places of employment it can be seen as a corporate response attempting to raise worker morale in a sometimes stifling white collar office environment. But now, it’s under threat. It’s time to leave the tropical shirt for Sunday’s only and suit up Monday to Friday. That’s the message Australian bosses are sending their employees in an attempt to clamp down on work wear that has become a little too “casual”. Corporate image expert Cosimina Nesci works with a number of organisations who are trying to re-establish a dress code in their offices. Emily first asked her what the problem with casual Friday is?

Click here to hear the interview with Rebecca Livingston

So does your organisation have Casual Friday? If so how casual?

Where employees are concerned, great leaders don’t take. Great leaders give. So how do you get voted the BEST Boss?

1. Make yourself available: Strike the right balance between paying attention to those you supervise and knowing when to leave them alone to do their job. Dropping by to ask about any concerns or give constructive feedback can motivate; overdoing it can become intrusive.
2. Communicate clearly: Make sure each worker understands the duties outlined in there job. A clear job description will ensure there is no confusion as to what is expected. When setting specific tasks ensure instructions are crystal clear.
3. Delegate responsibility and then trust your people. Micro-managers are never appreciated and shows disrespect toward the team member. Once you’ve trained someone to handle a task, allow him or her to handle it without interference. Different people have different approaches, and someone else’s way of doing something may be just as efficient as the way you would do it. Before you step in and force your way on anyone, give an honest evaluation to the method, and if you find it works just as well, even if it’s different from yours, let it be. Constantly correcting your people undercuts their confidence and does not allow them to exercise their own style.
4. Remember courtesy: Saying “please” and “thank you” when you speak to workers you supervise is a pleasant reminder that they are valued.
5. Praise a job well done: Giving compliments demonstrates that you understand the abilities of your workers and the skills required to fulfil the task. But remember compliments work best when they are sincere and well deserved.
6. Look ahead: Prevent conflicts between workers by ensuring everyone understands who is responsible for what. Be aware of employee relationships and be aware pf any conflicts that may be arising. It is better to resolve an issue before it affects all in the office.
7. Accept your mistakes: Blaming another person or another department demonstrates your unethical integrity. Always own up to your mistakes just as you expect your workers to.
8. Don’t delay delivering bad news: Announcing poor earnings, or the start of a project that will require considerable overtime should be done immediately, rather than waiting for the “right” time.
9. Hiring and Firing Effectively: Your team is counting on you to recruit the best talent for the group. You must hire people who have both the ability and the willingness to do the job well. Every team has a personality and you want to match new hires to the tempo of the team. Likewise, if you have a lazy employee, it is your job to work with him or her to see if improvement is possible. If not, you must replace him or her with a competent person. You must be willing to cut a team member who is unmotivated or not trainable. That will earn you needed respect.

A good boss or manager attracts exceptional staff; they make the organisation a preferred employer; they help to increase market share; add to profits and surpluses, and reduce costs. Their staff are engaged, committed and ‘go the extra mile’. sometimes it is difficult to personally assess if you are a good boss or manager. It is then to engage in a professional who can assess and evaluate your management skills. Many times it is a matter of developing your personal professional skills as a boss.

Do you have a unique key quality that makes you the BEST boss?

Here are the 6 secrets to wearing a suit:

1. SUIT JACKET LENGTH:  It should be about level with your knuckles or long enough to cover your seat.   The latter seat rule is especially relevant to men with exceptionally long arms!
2. BUTTON YOUR JACKET:  Two button jacket: button the top button; three button jacket: button the middle button.  Unfasten your button only when seated!
3. SHOW SLEEVE:  Show 1/4 to 1/2″ of shirt sleeve out of your jacket sleeve.   This is a good rule and a great look!
4. PATTERNED SHIRTS:  Can you wear a striped shirt with a pin striped suit or a check shirt with a plaid suit?  YES, but it is important to avoid combining too many bold statements!  The more restrained the pattern of the suit, the more creative you can get with your shirt and tie.   On the other hand, a bold pin-striped or windowpaned suit is better paired with a more subtle shirt and tie.
5. SOCK COLOUR:  Your socks should match your trousers (or shoes. Personally I prefer trousers).
6. BELT COLOUR:  Your belt must match your shoes!  So no, you should not wear a black belt with burgundy or brown shoes.

Regardless of which generation you belong to it is important that you represent yourself and the organisation you work for in the best possible manner. Wearing a suit makes a statement about who you are and what you stand for. It is the details that will elevate you to a professional level that is above all others. With the fashion trends and the expectation to “brand” yourself it can be confusing to know exactly what to wear and how to wear it best. If you are confused employee a professional to help you rather than risk looking unprofessional.

Your suit speaks for you. What is your suit saying?

As professionals when developing rapport it isn’t about ‘making best friends’ with your caller. But rather, creating a comfortable ‘state’ where all parties converse freely and comfortably.

Here are some tips for telephone talk.

1. Open the call with a smile
 – A simple smile will carry over in your tone and be felt by the person on the other end of the phone call.

2. Start the conversation with an “open question”
  - Small talk is a good way to start a conversation with someone you don’t know. It allows you to make contact on safe ground. Start the conversation with an open friendly question even if the call is about business. Remember not to make the question to personal but friendly enough so that you sound concerned. This could be ‘how is your day so far?’ or ‘how is the weather where you are today?.  Most people will respond to you in a friendly manner and it helps to relax you and your caller by ‘breaking the ice’.


3. Set your pace – Pacing someone means moving at the same speed and rhythm. You can do this by mirroring people’s voice tone and speed.

4. Listen more than you speak – One of the key tips when building rapport is to listen carefully so that you pick up on the underlying feelings, worries and issues.

5. Listen with “ums”& “ahs”
 – Let the caller know you are listening by responding with gentle and soft ‘ums’ and ‘ahs’ as they speak.

6. Remember your manners – Allow the speaker to finish what they are saying. If you interrupt, your caller may become frustrated.

6. Use key words – Repeat key words used by the person on the other end of the call to reassure that you have listened and are in tune with them.

8. Use callers name -  
When you use someone’s name in conversation, you immediately create a more personal connection. For maximum effect, use this technique sparingly.

9. Show empathy – A great way to build rapport  and demonstrate approachability is to show empathy with the caller and the topic of the call.

10. Be yourself - Building rapport is about creating connection so be natural and friendly. This is easily achieved by using good volume and tone in your voice, by showing an interest in your caller’s conversation and by sharing laughter and lighthearted moments when the opportunity to do so arises during the call.

When building your connections and professional image it is important to be aware of how others view your communication skills in all situations including telephone talk. Mobiles and telephones have become an integral part of everyday life thus developing rapport with your callers and ensuring that calls are much more productive and pleasant.

Last week I had the pleasure of speaking to the amazing Sydney Executive Assistants at the EAN Conference 2013 on Professional Image.

As an Executive Assistant the professional image you project must reflect your personality and credibility as well as that of your executive. Often you will be in situations where you are the representative of your organisation and your executive. So it is important that you create and develop your professional image so that it is in sync with your executive.

No longer is professional image just about looking the part but in fact equally includes:

1. Visual Presence – How you dress provides an image of the organisation and your executive. Always keep in mind many of your customers; competitors and future clients have an expectation. So dress like you mean business, whether your dress code is traditional or business casual. Whatever industry the objective is not to shock and repel people with your dress sense but to attract and connect.
2. Communication and Rapport – The way you interact with others has a major influence on your success as a Executive Assistant of any age. Key factors in establishing communication and rapport are how you act and how you speak. Always treat people better than how we want to be treated. Good manners are essential both in business and socially. No matter how old you are manners can make or break a relationship.  Always be attentive and listen carefully as this signifies good communication.  Remember to “think before you speak”. What you say is a direct reflection of the opinion of your executive.
3. Inner Strength – Professional image is only possible if you eliminate your insecurities and build self-esteem.  It is during the tough times when you may doubt yourself and your abilities that you will need to dig deep within to find strength endurance and the passion to succeed.

Inner-strength will help you feel more confortable in various situations such as social and business events.  It will enable you to deal with criticism and confrontation constructively. Ultimately inner-strength will complement your outer image and send the right message.

Regardless of age, experience and position all three fundamentals but be developed and organically grown as you build your career. You are developing a reputation that is parallel to your executives reputation. The core elements of your reputation need to be built on:

1. Authenticity
2. Credibility
3. Likeability

As an Executive Assistant it is your responsibility to represent others in your industry who are climbing the corporate ladder with integrity and professionalism. Your professional image has an impact on the brand of your organisation and a direct reflection on your executive. The way you represent yourself sets a playing field for all others to follow. Your rapport with your colleagues and peers establishes a true authentic connection, while communication is essential to carry out the thoughts and vision of your executive.

As an Executive Assistant you are a role model and mentor for all young woman and men in Australia striving to be EA’s, working tirelessly to build their career. So what is your professional image saying today?

As an Executive Assistant what do you consider to be your key element in building your professional image?

As a professional, you may be frequently interrupted or pulled in different directions- deadlines to meet, presentations to prepare while colleagues are depending on your work. While you cannot stop interruptions, you do get a say on how much time you will spend on them and how much time you will spend on the thoughts, conversations and actions that will lead you to success. Managing your time effectively each work day will help you achieve more daily.

A guide to effective time management:

Create a list at the beginning & end of day. Make a to-do list (electronic or paper). Put the most important item first and work down from there. At the end of your day, review what you’ve done and make a new list for the next day, in order of importance.

Prioritise your tasks. Time-consuming but relatively unimportant tasks can consume a lot of your day. Be ruthless about setting priorities. Make sure that what you think is important is really important.

Learn to say “No”. Don’t take on more than you can handle. For the distractions that come in when you’re doing other things, give a firm no. Or defer it to a later period.

Urgent vs important. Learn to differentiate between the important and the urgent. What’s important is not always urgent. What’s urgent is not always important.

Delegate. Take a look at your to-do list and consider what you can pass on to someone else.

Quality vs Quantity of work done. Doing work right the first time may take more time upfront, but errors usually result in time spent making corrections, which takes more time overall.

Set time for set jobs. Deal with daily tasks at a set time each day. Checking and responding to emails can be time consuming so set a time of emails each day. If you need to check messages as they arrive, limit your sessions to less than five minutes.

Handle each task once. Aim to handle pieces of paper only once. Same for E-mails. Read ‘em and deal with ‘em.

Break large, time-consuming tasks into smaller tasks. Work on them a few minutes at a time until you get them all done.

Evaluate how you’re spending your time. Keep a diary of everything you do for three days to determine how you’re spending your time. Look for time that can be used more wisely.

Limit distractions. Block out time on your calendar for big projects. During that time, close your door and turn off your phone, pager and email.

Take a time management course. If your employer offers continuing education, take a time management class. If your workplace doesn’t have one, find out if a local community college, university or community education program does.

Take a break when needed. Too much stress can derail your attempts at getting organised. When you need a break, take one. Take a walk. Do some quick stretches at your workstation. Take a day of vacation to rest and re-energize.

Ultimately No matter how organised we are, there are always only 24 hours in a day. Time doesn’t change. All we can actually manage is ourselves, and what we do with the time that we have.

Time management is often not taught but presumed to be something all professionals do successfully. How successful are you at time management? Do you need to be taught time management as a professional?

We all subconsciously give away hints as to our true emotions, through our body language and gestures. As a professional working to climb the corporate ladder the key is to understand the meaning of the gestures. Just as important is being able to read other peoples body language and gestures. This will help you to communicate your message most effectively.

A guide to reading body language gestures

Gesture: Brisk, erect walk    Meaning: Confidence

Gesture: Standing with hands on hips    Meaning: Readiness, aggression

Gesture: Sitting with legs crossed, foot kicking slightly    Meaning: Boredom

Gesture: Sitting, legs apart    Meaning: Open, relaxed

Gesture: Arms crossed on chest    Meaning: Defensiveness

Gesture: Walking with hands in pockets, shoulders hunched    Meaning: Dejection

Gesture: Hand to cheek    Meaning: Evaluation, thinking

Gesture: Touching, slightly rubbing nose    Meaning: Rejection, doubt, lying

Gesture: Rubbing the eye    Meaning: Doubt, disbelief

Gesture: Hands clasped behind back    Meaning: Anger, frustration, apprehension

Gesture: Locked ankles    Meaning: Apprehension

Gesture: Head resting in hand, eyes downcast    Meaning: Boredom

Gesture: Rubbing hands    Meaning: Anticipation

Gesture: Sitting with hands clasped behind head, legs crossed    Meaning: Confidence, superiority

Gesture: Open palm    Meaning: Sincerity, openness, innocence

Gesture: Pinching bridge of nose, eyes closed    Meaning: Negative evaluation

Gesture: Tapping or drumming fingers    Meaning: Impatience

Gesture: Steeple like fingers    Meaning: Authoritative

Gesture: Patting/fondling hair    Meaning: Lack of self-confidence; insecurity

Gesture: Quickly tilted head    Meaning: Interest

Gesture: Stroking chin    Meaning: Trying to make a decision

Gesture: Looking down, face turned away    Meaning: Disbelief

Gesture: Biting nails    Meaning: Insecurity, nervousness

Gesture: Pulling or tugging at ear    Meaning: Indecision

Gesture: Prolonged tilted head    Meaning: Boredom

Effective communicators know the importance of mastering body language as a communication tool. It is a critical vehicle for capturing attention ensuring that your audience receives your message effectively.

As a Professional Image Brand Specialist I often need to remind clients that body language can speak louder than words. Most important your body language and gestures need to be in sync with what is being said verbally, otherwise your authenticity and credibility come into question.

So what is your body language saying right now? 

If employee’s deal extensively with the public, it may be appropriate to require certain standards of appearance. It is the responsibility of the employer together with its employees to establish clear guidelines.

Employers cannot presume that by simply stating the dress code for their employees is “business casual” or ‘informal” every employee has  the same definition. In Australia if you ask most employees their office dress code is business casual.

So what is business casual?

There is no strict definition of the phrase. In some cases, business casual attire means pressed business trousers and a button-down long-sleeved shirt. To other, it might mean dress jeans and a polo shirt. Each person has a different opinion and unless it is clearly defined then employees cannot be held responsible for “inappropriate dress” at work.

A clearly defined dress code also allows staff to work together on an equal level. Unless you are in the fashion industry what you wear should not be a topic of conversation. Your appearance should not affect others opinion of you as a professional. By having a dress code policy where all levels of management adhere to allows employees to move past appearance and concentrate more on the task.

Scenario:  Imagine you are about to attend a work meeting with colleagues. You walk into a room dress in what you define business casual “jeans and t-shirt”. Your colleagues attend in more formal attire. How would you feel? Underdressed, embarrassed, suddenly your confidence takes a dive and all you can think about what you are wearing.

While there is no one size fits all strategy for having a dress code at work, ultimately the goal is to display an appearance of professionalism to the public and colleagues. What this means is going to differ amongst industries and from company to company. Regardless of what your organisation’s definition is of appearance it is important to develop a policy so all employees know what is expected.

Here are some tips when developing a dress code policy:

1. Purpose – Define the purpose of the document.
2. Scope – Define who this document applies to and when.
3. Responsibility – Define who is responsible for implementation of this policy and ensuring that all staff is made aware of its application.
4. Requirements – Clearly outline the policy.
5. Date – Define a start date for the policy.
6. Follow up - Publish your dress code policy in your company’s employee handbook, distribute copies and obtain signed acknowledgment forms from all employees. Place a signed copy of the signed acknowledgment form in each employee’s personnel file.

While individuals have a right to express themselves, so to do businesses, and the way your employees dress definitely sends intended or unintended messages to your markets.

Employers should always respect each person’s unique character, style preferences and budget. Asking employees to buy clothes specific for their work is not always ideal, however sometimes a necessary evil.

Employees should embrace the dress code and use it to maximise their image within the organisation. Following a dress code can be a stepping-stone to career success.

As a personal and professional image brand specialist I can not understand how employers, multinationals through to SME’s, can expect their employees to represent their brand successfully when they are not given any guidelines.

Does a dress code policy exist in your workplace? If not why?