Situation #1 – Running into someone at the store

How many of you have bumped into a friend while shopping or running an errand?  Here you are–another opportunity to practice your public speaking.

* Initiate the conversation.

* Ask the person how here family is doing.  What’s new with her job?  Does she have any vacation plans coming up?

* Tell a funny story about something that happened recently to you, your family, or your friends.

* Think about how fast you speak, how you pronounce your words, and how you organize your thoughts.  This is called your natural speaking style and will come in handy here.

Situation #2 – Parties

Parties are the perfect opportunity to practice your public speaking skills. So the next party you attend, make sure you bring your bag of tricks.

* If you find yourself standing alone in a corner of the room, don’t just eat all the crab dip:  Initiate a conversation with the next person who walks by.

* Introduce yourself to two new people

* Participate in a group discussion, but do not dominate the conversation

* Have a conversation with someone you may have not seen in a while.

Situation #3 – Leaving a Telephone Message

Doesn’t it seem nowadays that you leave a message or voice mail more often than reaching someone on the phone right off the bat?  Telephone tag is a new corporate sport.  Consider these moments golden opportunities to practice your speaking and organization skills.  The next time you need to call someone, write a few brief notes so you won’t forget anything if you get the person’s voice mail–and I guarantee you, you will get their voice mail.

* Slow down!  Do not speak fast when you are leaving a message, especially if you have an accent.  Most answering machines today allow enough time for a short message.  I can’t tell you the number of messages I get a day where I cannot understand what the caller is saying because he or she is speaking too fast.  I   often find myself replaying the message a few   times.  This is why notes come in handy.  Also, SLOW DOWN when saying your telephone number.

* Pronounce your name clearly.  State your name slowly, especially if your name is not as common as Smith or Jones.  Also spell your name slowly if necessary (f as in Friday, p as in Penny …)

* In addition to your name, give your title, your company name, and the reason you are calling.  Describe to the person, in a few short sentences, the purpose of the call.  If appropriate, leave the time you called (be sensitive to different time zones).

* Let them know when to return the call.  Leave a date, preferred time, and telephone number.

* Always sound professional.  Do not chew gum, and do not leave a long-winded message.  Be aware of your tone. I always tell my clients to smile when leaving a message–it   automatically gives your voice an upbeat, pleasant tone.

Should the person you are calling actually answer the telephone, you can still use your notes.  It will make you sound more professional and organized.

Situation #4 – Creating a Voice Mail

Even though you may not have thought about it this way, your own voice mail message is like a little presentation to the public and leaves a first impression.

* Before you record your greeting, write it down and practice saying it.  Record the message, play it back, and rerecord it if necessary.  Is your message too fast?  Is it too slow? Is your voice clear and easy to understand?  This is great practice for when you prepare your own speech.

* Make sure your answering machine greeting sounds professional and friendly.  Call your own phone number and listen to your own greeting.  Ask yourself if your voice is clear and your message makes sense.  You would be surprised at the number of poor greetings I’ve heard when returning calls.

* Leave the caller clear instructions on what to do when leaving a message.

* If you run a business, as I do, your voice mail greeting is a great opportunity to plug your business.  Be careful of information overload, though.

Following are the steps I recommend for developing speech content.  As an example, here is how I used these steps to help a client develop an educational speech entitled, “Preparing
Student for the 21st Century.”  The objective of the speech was to identify the top ten skills students need to succeed in the twenty-first century.

1.  Gather all the information possible on the subject.
Also, look for little details you think may be useful. Try the internet for resource material by typing key words related to your topic into several search engines. Take notes on your different resources, and group information into specific folders.  For this particular speech I interviewed educators over the phone and gathered their thoughts and their ideas on the skills students need to thrive in the new millennium.

2.  Analyze the information you have grouped or categorized to determine what information you want. How much material you use depends on the length of your speech.
If you are asked to speak for five minutes, the amount of materials you will use is considerably less than if you are asked to speak for thirty minutes.

3.  Organize the information you want to present in coherent sequence.
At this point don’t concern yourself with the length of your presentation.  Rather, make sure that your speech follows a logical order.

4.  Prioritize the most important points in your speech
Try to determine how long it will take you to talk about each point based on the information you have gathered.  My client and I looked at the list we had developed in step three, and this helped us create a time frame and chronological sequence for his presentation.  We then developed slide copy – one slide for each item in the list, with two or three points under each.

5.  Fine-tune the organization of your presentation content with the following approach:
- Tell your audience what your presentation will cover.
- Highlight or “preview” a few main points to capture their interest
- Begin your presentation
- Conclude with summary points that you want your audience to remember.

There is no faster way to break a communication bond between you and the audience than failing to look at your listeners.  No matter the size of your audience, each listener wants to feel that you are talking directly to him or her.

Looking at your listeners as individuals convinces them that you are sincere, are interested in them, and care whether or not they accept your message.  Effective eye contact is also an important feedback device that makes the speaking situation a two-way communication process.  By looking at your audience, you determine how they are reacting to your presentation.

How to Use Your Eyes Effectively
Your eyes convey a message to your audience.  Here are tips to help you use your eyes to better communicate with your audience.

- Know your material.  Know your material backward and forward, so you don’t have to devote mental energy to scanning your note cards for the next topic (an audience interprets this latter behavior negatively, perceiving that you are unsure about what follows your last point).  Prepare well and rehearse often so you don’t have to depend heavily on notes.

- Establish a visual bond.  Select one person and maintain eye contact with that person long enough to establish a visual bond, about five to ten seconds.  Then shift your gaze to another person.  In a small group, this is relatively easy.  With larger crowds it’s difficult.  Instead select one or two individuals in each section of the room and establish personal bonds with them.  This will leave each listener with the impression you’re talking directly to   him or her.

- Monitor visual feedback.  While you are talking, your listeners are responding with their own nonverbal message such as a smile or nod of the head.  Use your eyes to seek out this valuable feedback.  If individuals aren’t looking at you, they may not be listening, either.  Reasons for this include the following:

- They can’t hear you.
Solution:  If you are not using a microphone, speak louder.
- They are bored.
Solution: Use humor, increase your vocal variety, or add powerful gestures or body movements.
- They are puzzled.
Solution:  Repeat or rephrase what you have just said.
- They are fidgeting nervously.
Solution:  You may be using distracting mannerisms.
Heighten your self-awareness of your voice and body language. On the other hand, if your listener’s faces indicate interest and close attention, don’t change a thing.  You’re doing a great job.

1. Respond naturally to what you think, feel and see. – It’s natural for you to gesture.  If you inhibit your impulse to gesture, you’ll probably become tense.

2. Create the condition for gesturing, not the gesture. – When you speak, you should be totally involved in communicating – not thinking about your hands.  Your gestures should be   naturally motivated by the content of your presentation.

3. Suit the action to the word and the occasion. – Your visual and verbal messages must function as partners in communicating the same thought or feeling.  Every gesture you make should be purposeful and reflective of your words so the audience will note only the effect, not the gesture itself.

4. Don’t overdo the gesturing. – You’ll draw the listener away from your message.  Young audiences are usually attracted to a speaker who uses vigorous gestures, but older, more   conservative groups may feel your physical actions are overwhelming or irritating.

5. Make your gestures convincing. – Your gestures need to be lively and distinct if they are to convey the intended impressions.  Effective gestures are vigorous enough to be convincing yet slow enough and broad enough to be clearly visible without being overpowering.  For example, if you are conveying excitement about a point or topic in your speech, show it in your face such as with a big smile.

If you are excited and don’t show it, your body language sends a negative message.  Your gestures need to match your words and the mood you are conveying.

6. Make your gestures smooth and well timed. – This rule is the most important but also the hardest.  Why?  Gestures have to be somewhat planned in advance so you can incorporate   them during your speech rehearsal.  In addition, practice sessions allow you to get a sense of how early you need to start your gesture so it coincides with the point you are making.  Every gesture has three parts:

* The approach-Your body begins to move in anticipation.
* The stroke-The gesture itself.
* The return-This brings your body back to a balanced posture.

The flow of a gesture – the approach, the stroke, the return – must be smoothly executed so that only the stroke is evident to the audience.  While it’s advisable to practice gesturing, don’t try to memorize your every move.  This makes your gesturing stilted and ineffective.  For example, you’re standing on the left-hand side of the stage (the audience’s left) and you need to use the flip chart to illustrate a point, but the flip chart is on the far right-hand side of the stage (the audience’s right).  You may say to your   audience. “Let’s take a look at it on the flip chart.”

As you start this statement begin walking toward the flip chart (the approach).  Your goal is to start your gesture early enough so you can walk naturally toward the flip chart.  At the word “flip” place your hand on the flip chart.  This combined walking and placement of your hand on the flip chart is the gesture or the stroke.  After a brief moment, place your hand on the flip chart and then take your hand and move it to one of your resting positions.
This is the return or completion of the gesture.

7. Make natural, spontaneous gesturing a habit. -  The first step in becoming adept at gesturing is to determine what, it anything, you are doing now.  For example, pay attention to the gestures you use in everyday conversations and try to use these gestures during your presentation.  If you prefer, you can videotape your practice speech.  The camcorder or   video camera is truthful and unforgiving.  If you want to become a more effective speaker, you need to make the camcorder your best friend.  Recording yourself is a surefire way to   eliminate your distracting mannerisms.  Videotape yourself and identify your bad habits. Then work at eliminating them.

All of my private executive coaching sessions and seminars use a video camera to help the participants “see” what they are doing and what changes they need to make.

To improve gestures, practice – but never during a speech.
Practice gesturing when speaking informally to friends, family members, and co-workers.

2. Allocate Times for Each Speaker – assign a target time for each section.
Consider audience involvement and allow enough time for Q&A.  Time each segment during dry runs.

3. Develop Outlines – clearly identify key points for each section.  Then develop complete outlines.

4. Focus on Organizational Clarity – because of the likely mixed nature of the audience and multiple presentation topics, strive for clarity, simplicity & consistency.  Tie each segment to an overall theme by using a moving agenda.

5. Design in Variety – Consider the audience perspective.  They’ll be sitting through five or six presenters over the next several hours; therefore, weave in some change of pace.

6. Develop Story Boards – This is a valuable step in the development sequence.
Storyboards provide oral and visual overviews for each segment and give a quick sense how each presenter will fit in.

7. Get Management Review & Redirection – this is a key time for management to give its input again.  Changes beyond this point become more costly and difficult as artwork and time is shortened.

2. Identify Audience Requirements – obtain specific directions for your audience as to their specific needs for the presentation.  Ask them before you begin preparing.

3. Develop a Team Theme – A crucial and often far too commonly absent part of planning is defining the team focus or message.  This must come from the top and must be understood by all participants.  Failure to establish this will result in individuals heading in several directions.

Contained within the overall theme is any information regarded as the presentation “party line”. Every piece of the presentation should tie into and add to the credibility of the overall theme.

4. Set Team Members and Topics – This is a first-cut organization, which will be refined as the presentation develops.  Certain people are often requested by the customer.  Are those people available?  Each member’s strengths and weaknesses must be understood.

5. Commit Resources – recognize this is not going to get done without the support staff and the proper budget of time and money.  Besides speakers, what other people will be needed to get the job done?

- Graphics experts
- Reviewers
- Equipment experts
- Printers
- Arrange for the necessary visual aids

6. Layout a realistic Schedule – This is vital to prevent last minute crash efforts too commonly seen.  Make sure the common milestones are met.

7. Pick a Presentation Development Coordinator – somebody with the right coordinating skills to provide proper direction is critical.

Greater attention should be made to the earlier stages of preparation.
This will reduce the pain and expense during the later stages.

Keys to a Successful Team Presentation

Team Presentations usually are involved when the stakes are high. Below are some general keys to a successful team presentation.

1. Recognition my top management & team leadership of the importance of the presentation and the effort required. – Last minute or poorly budgeted support will cost more in the long run.

2. Early direction and frequent review by the leadership – too often the troops are left floundering in the wrong direction or in several directions.  Weak or absent leadership generally guarantees poor team spirit, massive last-minute changes and very shaky presentations.

3. Recognition of the Team by Everyone – in sports or in business, team efforts generally come through best.  Each member should understand that his or her contribution is essential and that one bad apple can ruin the presentation.

4. Treatment of Content that acknowledges the audience is probably a team also – team presentations often draw audiences that are more diverse in both level and discipline. Knowledge, interests and mental stamina of listeners need careful consideration.

5. Careful Attention to Operational Details – There is plenty that can go wrong in a single presentation.  Add in several players & segments and the potential problems are compounded.

6. Get to Know Each Other and What They are presenting – Team cohesion relies much on group dynamics.  Team members are often pulled together for a project and may be barely acquainted.  Getting that vital team flavor may take some working or socializing together.

1. Supports and reinforces what you say
2. Attracts an audience’s attention
3. Burns up nervous energy and relieves physical tension

However, body movement can work against you.  Remember this one rule:

NEVER MOVE WITHOUT A REASON
The eye is inevitably attracted to a moving object, so any body movement you make during a speech invites attention.  Too much movement, even the right kind, can become distracting to an Audience.  Bear in mind the following types of body movement:

- Stepping forward during a speech suggest you are arriving at an important point.
- Stepping backward indicates you’ve concluded an idea and want the audience to relax for a moment.
- Lateral movement implies a transitional it indicates that you are leaving one thought and taking up another.  For example, if you are ready to move on to your next point, move slowly    sideways until you are standing next to the lectern.

The final reason for body movement is the easiest; to get from one place to another.  In almost every speaking situation, you must walk from the location you are addressing your audience to your props, especially if you are using visual aids.  Always change positions by leading with the foot nearest your destination.

You may ask, Why move in the first place?  Moving forces people to focus and follow you.  The way you walk from your seat to the speaker’s location is very important. When you are introduced, you should appear eager to speak.  Many speakers look as though they are heading toward execution.

- Walk confidently from your seat to the lectern.  Pause there a few seconds and then move out from behind the lectern. It is wise to use the lectern as a point of departure, not a barrier to hide behind.  I personally do not use lecterns.

  – Smile before you say your first words.

  – Don’t stand too close or move beyond the first row of people.

  – Walking stresses an important idea.  It is essential that you walk with purpose and intention, not just a random shift of position.  For example, taking about three steps, moving    at a slight angle, usually works best.

  – Use three positions with visual aids, Your “home” position is front and center.  The other two positions should be relatively near the “home” position.  You can move to the right of the lectern and then to the left.  Using and varying these three positions prevents you from favoring one side of the audience.  If you’re speaking on stage, these three positions are called front center, stage left, and stage right.   Never stand in front of any visual aid.

  – Practice your walking patterns to and from your three positions.
These positions should be planned just as your hand gestures are, to some degree.  For example, you want your body to move and gesture naturally.  However, since most people are nervous about speaking in public, they tend to stiffen their muscles and hold back their natural tendency to gesture.  Let your body tell you when it wants to move.

Dr. Paul Ekman of the University of California at San Francisco has made a career of studying facial expressions and facial animation.  He mapped out a technique for coding facial expressions called the facial action coding system, FACS, based on the role facial muscles play in expressing different emotions.  Ekman’s research indicates that there are seven emotional expressions shared by everyone: sadness, happiness, anger, interest, fear, contempt, and surprise.

Here is a list of tips you need to know:

1. Be yourself. – Don’t try to copy the facial expression style of someone else.  For example, just because your favorite professional speaker starts his or her presentations by     telling a story using exaggerated facial expressions doesn’t mean it will work for you.

2. Don’t overdo it. – Some people intentionally try to control their facial expressions by forcing themselves to smile or use another expression that isn’t natural to them.  Watch     out for “fake” facial expressions that have a negative impact on your speech or compromise your sincerity.

3. Practice in front of a mirror. – Notice what expressions you use while speaking.  Study how to control your facial expressions.  Ask yourself, do they match my words?

4. Create different moods. – While practicing in front of the mirror, see if your facial expressions convey the mood you want to create.  If your face isn’t showing any emotion,     stop, refocus, and try again.

5. Think about what you are saying. – Focus on your message and communicating with your audience, and your facial expressions will follow.

6. Smile before you begin. – As I’ve said before, the one true international non-verbal expression understood by all is the smile.  A warm smile before you begin to speak warms up an audience quickly, and ending with a smile puts your audience at ease with what they’ve just learned.

Connection with the Audience

A lot of public speaking workshops get the trainee speaker to go out in front of the audience and simply stand there, not speaking but just looking out at the audience. This is called a scan, where you scan across your audience from left to right before you begin talking. Then you take a big breath and begin your workshop or your talk. There are also other strategies to help you start your speech strongly, but making this connection with yourself and how you feel and then with your audience are the first places to begin. You can also connect with your audience and boost their confidence in you by giving plenty of eye-to-eye contact.

The Right Motivation

While working on building that connection, also take time to remember why you are there in the first place. If you are there for you, then you will no doubt be a little bit afraid because your focus is on the wrong things. It is not really about you. The more you focus on that the more your fear will grow because that is a selfish focus. But if you have the motivation to help people and you focus on your audience and the valuable information you are giving them and on meeting their concerns and filling their needs, you will realize how much they need your speech and the content and inspiration you are giving them and the fear will vanish.

So switch the focus from yourself onto the people you are trying to help. Remember why you are in front of that room in the first place. If you are honestly not there to help other people, you probably should not be involved in public speaking anyway.

Tap Into Your Breathing

Now a few other helpful tips include your breathing. Do not forget to breathe. Deep breaths can calm your nerves if you are over excited. If you are paralyzed with fear, some vigorous breathing can help pump you up and motivate you with energy before you give your talk. If you are already motivated and hyped, some nice deep slow breaths will calm you down and help you to relax so you can be centered and focused for your talk.

The Gratitude Debt

Finally, an effective strategy you can practice that will help you in overcoming your stage fright is a simple little exercise called the gratitude debt. Be grateful for the opportunity to get up and speak in front of people. Consider the blessing of having found something meaningful to do. Before you go out on stage try running in place or bouncing up and down on the balls of your feet to get pumped up, and hold that belief of gratitude and thankfulness in your heart and mind for a moment; gratitude for this opportunity to influence others.

Yes, it might seem kind of silly, but in that moment you will forget the fear, the anxieties, and the thoughts of, “What if I miss my first line?” and it will focus you on why you are there in the first place.

These are simple strategies, but best of all they can be applied on the run. If you take a few moments to try them, it will eliminate a huge amount of stage fright for you. If your stage fright persists then of course other books and professional help can assist you, but do not let the fear of public speaking keep you from changing people’s lives and making a difference. It’s worth it!

Author: Dr Dennis Cummins