Presenting
It is wholly possible to become successful and achieve high performance without being good at speaking in public. However, presentations give you an unrivaled opportunity to shine and, most of all, be visible within your organization. There are two aspects to learning how to present well: the psychological side, overcoming your fear; and the process side, learning the techniques to do it well.
Being prepared
Successful speakers make delivering a presentation look effortless. In fact, the opposite is true: the key to speaking well is all about exhaustive preparation and practice. You need to get the content right, plan how to deliver it, and then practice your delivery until you are confident in what you are saying. Before you start to plan the content in detail, make sure that you know:
Who your audience are and what they need from you—how much background information will they need to understand what you have to say?
How much time you have for your talk—does this include question time?
What audio-visual equipment is available—can you use a digital presentation?
About using visuals
Do your visuals—slides, photographs, or props—add value to your words?
Are your slides clean, clutter free, and consistent in typeface?
Do your slides include too much data?
Do you have too many slides? As a general rule, aim for no more than one or two slides per minute.
Planning your presentation
- Set objectives
Decide what your objectives are—what do you want the audience to take away with them?
- Set the structure
Structure your talk in three sections: scene setting, the main content, and a summary.
- Make notes
Jot down notes for each section, keeping detail brief and only focusing on the key issues.
- Plan the introduction
Describe what you will be covering in the presentation, setting the scene and preparing your audience for what is to come.
- Map out the main content
Be selective about what you include. It is better to make three or four key points than try to rush through too much information.
- Write the summary
In the summary, briefly go over the main points that your talk has covered and emphasize any actions that need to be taken.
- Plan transitions
Plan how you will “signpost” the start of each section—this helps your listeners concentrate and remember what you have said.
- Summarize your notes
Write out your presentation, using bullet points or short sentences, on small cards that are easy to handle.
- Use color
Color code your notes to help you quickly identify the transitions between different sections.
Practicing your delivery
Research has shown that your voice—how you say something—is better remembered than the words you use, so practice how you deliver your speech. Begin by standing up, both feet firmly on the floor. Don’t be too rigid and don’t hunch, because you will smother your voice. Move your head gently from side to side to help you relax. When you speak, imagine your voice reaching the very back of the room like a wave rolling onto a beach. Voice control isn’t just about projection: you need to add expression, depth, and resonance. Vary the pace of your speech to make it interesting. Cast your mind back to speakers you have heard who talk in a monotone—it’s very difficult to concentrate on what they are saying without letting your mind wander. One of the best ways to practice putting expression and interest into your voice is to read children’s stories aloud.
Creating rapport
Giving a presentation is a two-way process. You may be the person at the front doing the talking, but the audience will be giving non-verbal feedback all the time. Try to catch the eyes of people around the room throughout the presentation. Smile occasionally during your talk, but don’t adopt a fixed grin.
Move around and use gestures if that feels natural for you. The more relaxed and natural you appear, the more rapport you will be able to create. Be careful not to move around too much, though, because it can make you seem nervous. If something does go wrong, such as your papers falling off the table or the bulb in the projector failing, take a deep breath. Unless they are very unusual people, your audience will empathize with you, because it’s something nearly everyone dreads. If it’s something you can remedy quickly, look at the audience, smile, and put the matter right. If it’s a more difficult problem like the projector bulb, look to the organizers, ask for their help, and carry on as best you can. You will be remembered for coping well.
If you are interrupted, listen to the point being made and answer it briefly. Say you’ll deal with it later or will speak to that person afterward, then put it out of your mind.
Techniques to help calm your nerves
Banish negative “what will happen if…” thoughts. If you have prepared well, you needn’t worry.
Visit the venue ahead of time and familiarize yourself with the room you will present in.
Stand at the podium and imagine the room full of people. Say a few words to get used to how your voice sounds.
Visualize yourself delivering your presentation confidently and the audience applauding.
Use relaxation techniques to keep you calm as the time of your talk approaches. For example, think about each part of your body, from your feet upwards, and imagine you’re relaxing that part.
Say to yourself: “I can do this!”
Picture a relaxing scene that you can call up if nerves threaten to get the better of you—practice this beforehand.
When it is time for you to start, walk confidently to the podium and smile at the audience.
Take a moment to put your papers down purposefully.
Focus on what you are saying: it drowns out negative thoughts.
Keep your feet firmly on the floor.
Speak slowly and with purpose—it is easy to speak too fast when you are nervous.
Keep breathing! Occasionally take a slow, deep breath.
If you feel an attack of nerves, pick a friendly face in the audience and smile at them.
Remember that no one in the audience wants you to fail.
TIP
Take every opportunity to listen to the speeches of the great orators. Concentrate on their delivery. Notice how they grab your attention, how they use silence to give emphasis, and how they vary the tone and pace of their speech.