Category Archives: Notes

Should you use notes? When is it OK – and how to do it most effectively.

Speakers Block

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You’ve heard of “Writer’s Block” and it describes how a writer gets stuck and doesn’t know what to write next to get back into the flow of the story or information they’re writing about.  When a speakers’ mind goes blank and they can’t remember what they were talking about, shouldn’t we call that “Speaker’s Block”? Sometimes fear of this happening is enough to make someone call in sick.

What do you do when you can’t remember what to say next?  Here are some points to help you get back on tract and finish, with your nerves and image intact:

  • Notes
  • Be Honest
  • Ask for Questions

Notes

In other posts, I’ve talked about the importance of writing notes and given you suggestions for using them.  Even if you feel you don’t need them, I highly recommend having something available to reference. If you are using visual aides (Power Point, flip chart, etc) glancing at them can be enough to get you back on track.  Otherwise, it can be a simple as a small card with your 3 key points and conclusion statement on it.

Be Honest

Breathe.  Pause.  Then look up at the audience and tell them that you just lost track of what you were saying, and ask if anyone can help you out.  Could this be a bad idea in some speaking situations?  Yes, but you can’t just tell them “that’s all!” and walk off stage.  It does happen to everyone and most often you will recover quickly with a little nudge from your audience.  The most important thing is to not let it ruin the rest of your presentation.  That is under your control.  Don’t rush the ending, make derogatory statements, or otherwise condemn yourself.  Some speakers have been seen in a more positive light after a “block” moment because their audience saw their ability to remain professional and still deliver a stellar performance.  That’s what you’re going for.

Ask for Questions

Besides asking what you were talking about, you could ask if there are any questions about what you’ve covered up to that point. This will not work if you are only in the beginning of your presentation or if there simply are no questions.  Also consider the timing – were you planning to take a break and would now be a good time?  You can ask that of the group also.

Be professional, be honest, be prepared, be human.

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(c) 2012, Peggy Kimmey. Peggy Kimmey is a public speaking coach for business people. She shows clients how to take the “eek” out of public speaking and become more effective communicators.

Contact Peggy at www.kimmeyconsulting.com

Notes – How To Use Them

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In earlier post presentationpointersblog.com/noteswrite I talked about the information that should be contained in your notes.

Now, I’ll cover how to use notes, and not call attention to them.

If your notes are on multiple papers (whole sheets or note cards) you have them numbered, the introductory concepts are all on your first page, and your conclusion is distinctly marked so you can get to it quickly.

Where will you be speaking – physically standing.  Is there a lectern or a stand with a connected microphone and you are expected to stay there? Then you will probably be resting your notes there.

Practice your presentation and referencing your notes from there. I read my notes on my left side, sliding the finished page to the right. Anything on the right I don’t need to look at.  Do not turn it over or even pick it up as you move it.  You can always re-order your notes later.  Your goal is to reference your notes as you need to but not call attention to them.

Pro: The lectern or stand is often slanted and lighted. You will not worry about dropping your notes.

Con: Practice reading your notes at the height and distance of the stand or lectern so you are still speaking to your audience, not to the stand. Be sure the print is large enough that you do not still need to pick up your notes to read them.  If your microphone is there too, you will be confined to that spot and unable to use much body language to communicate with your audience. If your microphone is mobile, its good that you have movement flexibility.  Incorporate movement into your speech that will bring you back by your notes to be sure you can refer to them unobtrusively.

If you do not have a convenient location for your notes, you will carry them with you as you give your presentation.  Practice holding all the pages in one hand and being unobtrusive when you move the page/card from the top of the pile to the bottom.  Hold the notes in the hand you gesture with the least. Do not gesture with notes in your hand.

Do you have a quote to share?  It is alright to read that directly from your notes.  It will be more effective if you use the note card as a prop, not just a reference page.  Tell the audience you have a special or significant quote to share with them, from (give credit to the author).  Then hold the note paper,  obviously reading the quote, showing that you honor the quote so much that you wanted to be sure you got it exactly right.  Then continue with your notes being referenced only when you need them.  This is one of many great tips I found in :

Special “Frame” – ref book link

 

Notes – What to Write

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Whether you plan to have your notes with you during your presentation or not, writing notes to get your thought process started always helps me.  We’ve been taught  to learn – and taught to write – using a standard format (Opening/introduction, Body, Conclusion/closing).  But our mind doesn’t usually come up with ideas in that order. Writing down your ideas, then stepping back to see if there are better groupings of ideas, order of information, more research that you need to do, or even a new direction you want to go with your whole presentation, having it “on paper” (or computer) is a helpful way to start.

Once your presentation is organized and clear, the next step is writing notes that will remind you of your information. This is NOT your whole speech written out. Notes are the highlights, key phrases, important statistics, or quotes you will cover in your presentation, but not full sentences.

I like to use 3×5 cards and I write them by hand (your brain recognizes your handwriting and more quickly retrieves the information from memory).  The first cards is always the introduction.  Number them!  The last card is the conclusion and I also draw a thick red line across the top.  If I have to cut my presentation short and skip the last point & its associated cards, I can quickly find the last card and conclude in a timely manner.

Practice using your cards, practice not using your cards, practice dropping your cards and quickly continuing with the presentation, practice cutting your last topic and having to go to the conclusion. Practice!

Notes are a support tool.  Using them is OK – reading word for word is not.

Please post a comment to tell us if this tip was helpful – or ask questions for other tips we can share!