Category Archives: Tips and Tricks

Tips and Tricks to improve your presentation and public speaking skills

Its Not About You

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One reason people come to me for help with their communication or leadership skills is their worries about how they will be judged – on the words they choose to say, on the gestures they make when speaking…

The first tip I share with them is. “It’s not about you!”  That comes as a surprise to them because they are “The Presenter” – the one who is sharing a message, standing in front of the board meeting, or being asked for guidance. And I’m happy to help them polish their communication skills.

But the bottom line is to understand what your audience needs.   Who are they- Customers? Staff? Team Members? Board of Directors?  You’ve been asked to share something with them.  It’s about them – what do they need to hear?  What do they need to learn from your experiences, your expertise, your guidance?  How can you make their efforts easier, their burdens lighter, their decisions easier?

That does not mean “What do you want them to know?”  It’s easy to slide into telling them what you want them to know about your products, about your project, about your challenges.  But if it doesn’t help them get to their next step – to see their path more clearly – they will not be ready to hear your message.  They have to see the value that your message brings to them.

Share from your unique experiences, unique talents, unique perspective.  When you give them something of value that they can apply to their lives, then you have been an effective communicator – an effective leader!

3 P’s to Being an Effective Communicator

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There are many things to remember when you are preparing a speecPeggy at Ultimate Business Expo May 2012h and

Peggy at Ultimate Business Expo May 2012

want to review it to be sure you’re as effective as possible.  To help you focus, I’ve boiled it down to just three areas:

  • Prepare
  • Practice
  • Polish

Prepare.  You have an idea – or you’ve been given an assignment.  Begin as soon as you can, to prepare yourself and gather your information.  It’s easier to cut out extra information than it is to stretch when you don’t have anything else to say.

Go to the Library to check out books about your topic.  Search for keywords on the Internet and read articles (beware the sources of that information).  What blogs come up for those searches?  Get a feel for the different blog posts from an author and read the comments.  Follow the comments to read other peoples blogs about the same topic.  Videos are an exciting way to receive information and for anything that’s a “how to” you can probably find a video on YouTube.com about it.  Are there classes you can attend, participate in online, listen to an archived version or download from iTunes?

Now that you’ve got your information, you can group it by topic, place it in a time line, or whatever makes the most sense to you.  If you need a refresher on organizing your information, go to my blog on being “Organized.”  http://presentationpointersblog.com/organized

Practice.  How will you be presenting the information? If you will be using any props (flipchart, electronic presentation, storyboards, etc) you must practice with them – including with any other people who will be presenting with you.  Out Loud.  Yes, you need to hear yourself, know how the words sound coming out of your mouth and any that are difficult for you, change them or practice to make them smooth.  Will you be using a lectern?  Microphone?  Notes?  You need to be comfortable with all these “extras” so you can continue to practice and put YOU into the message.  Your gestures, humor, change of pace or tone to keep things interesting – all those things that will take you from the level of simply presenting to effectively communicating.

So how do you know if you’re doing that – communicating effectively?  It takes two to communicate, so the last of the 3P’s requires another person.

Polish.   The definition of “Communicate” that I especially like from Merriam-Webster is: to transmit information, thought, or feeling so that it is satisfactorily received or understood.

The way to know if you are succeeding is to have another person set to receive, and then discuss with them what they received and how well.  This other person could be a co-worker, but if they already know the information they may not see what is not being communicated for some one unfamiliar with the topic; it could be a friend or significant other, but often they are clear in what you did not do well, but unclear how you could be more effective.  You could do surveys or evaluations from your audience and over time you will improve.  Also, check out Toastmasters clubs in your area: www.toastmasters.org

Consider hiring a presentation coach.  Even if it’s just to review and polish this one presentation that you are preparing for, the suggestions will be applicable to many other presentations.

You have an important message to share.  Do what it takes to ensure that it is understood.

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(c) 2012, Kimmey Training and Consulting, LLC. 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

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

Be You on Stage

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For some folks, speaking fears are not about the people or the electronics (microphones, video cameras), it’s the stage – any raised platform – that effects them.  I’d like to share some points to help you use the stage effectively and alleviate some of those fears.  I’ll talk about:

  • Entrance and Exit;
  • Feel it;
  • See your audience; and
  • Use it!

Entrance and Exit

Don’t let your first experience of the stage be when you are invited to come up onto it.  Arrive early and ask if you can have a few minutes up on stage.  First, notice the stairs.  Is there only one set or can you enter from either side?  Are they expecting you to enter or exit from a particular side?  Notice the steps: are they solid or shaky; is there a handrail; are they a short step or tall?  If you are a woman, especially be aware of being secure if you are wearing heels or a fitted skirt.  Pay attention both when you walk up and when you walk down.  It’s OK to look at your feet as you use the stairs, but once you are on level (the stage or the floor) rise your head and move forward with confidence.

Feel It

Walk all around the stage.  Know if there is a loose or uneven section.  Are there other things on the stage, (lectern, microphone & stand, flip chart or white board, display screen, curtains, electronics, signs or other hanging or dangling objects, etc.) either for your use or for other speakers?  Be aware of all of it, whether you intend to use it or not. Own them as items under your control in your space when you are on stage.   If there are pieces you will use, be sure to practice with them: markers are full of ink and a good color to be seen at the back of the room; projection clicker has fully charged batteries; you have a safe and accessible place for your water bottle.

See Your Audience

Picture people sitting in the seats in front of you.  Are they lined-up, one behind the other, or is every other row off-set for people to see between the folks in front of them?  You’ve seen the sign on the back of trucks: “If you can’t see me I can’t see you!”  This is true also for your audience.  They came to see you not just listen to you, and they will only sit tilted so they can see you for a short time. Use the space of the stage that you’ve been given and move so everyone can comfortably see you some of the time.  Even if you are confined to a lectern or immobile microphone, shift to the side some of the time.  Let your audience see that you are trying to connect with all of them even when it is difficult for you to do it.

Use It!

Assuming everything is set up so you have full and complete use of the stage, take time to consider your speech and how your practiced movements will fit here.  Should you make your gestures bigger?  Can you show elapsed time of a journey by moving across the stage?  Move back – forward – use the sides – peer over the edge.  This isn’t just where you are standing, this is an enormous prop ready and willing to support you in getting your message across to your audience. Use it!

These tactics will help you more effectively incorporate the stage into your presentation.  Taking the time to prepare, allowing yourself to become comfortable, and deciding how best to use it for YOU will make a significant difference in your nervousness about being on stage.
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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

Microphone Fears

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You may do GREAT speaking one-to-one or even to a group – but do you have a fear of the microphone?

I’m not going to try to psychoanalyze why you have this fear – I’m not trained to do that, and it doesn’t really matter. What does matter is that you either want to be able to use a microphone without the stress you are currently having, or you are required to, regardless of how you feel.  So, lets get on with how to manage that fear and do it anyway (check out the book “Feel the Fear and Do It Anyway” by Susan J Jeffers).

Things you need to keep in mind:

  • It’s not about you.
  • Practice for you.
  • Practice for your Audience.

It’s Not About You

The microphone is being used so the whole audience can easily hear you.  You have an important message to share, but if they cannot hear you clearly, they will miss it.  When people have to strain to hear a quiet speaker, they will only continue for a short time before they are worn out and stop trying.  Then they will start thinking of other things, maybe talk to the people around them (ensuring that they cannot hear either), and the effectiveness of your presentation will continue to decline the longer you speak without being heard. That microphone is a tool to help you be more effective.

Practice for You

Learning to use a microphone effectively takes time, just like any “tool of the trade.”  A carpenter was not skilled when she first picked up a saw or power drill – she had to practice.  So get a microphone to practice with, or make time to practice at the site where you will give your presentation.  There are different kinds of microphones, so find out what kind you will be using, and practice with that style (or a toy replica).

Become comfortable incorporating gestures and vocal variety while still using the microphone effectively.  I’ve seen speakers hold a microphone in their dominant hand, then every time they used gestures, they moved the microphone away from them and their words were lost.  Holding a microphone at the same, consistent distance may become uncomfortable, but better you be uncomfortable than your audience.  If you need to switch hands, be sure you’ve practiced and know how to hold it effectively in either hand.

Know the speaking space.  If your microphone is stationary, you may need to re-think the body movement you were going to use to convey a long distance traveled because you need to stay in one place.  If you can move, but have a cord connection, know how long the cord is, and where it lies.  Be precise in your movements so you don’t over stretch or stumble on the cord.  Can you work it into your presentation, or at least if you need to adjust it, do it intentionally and seamlessly.

With wireless microphones, test speaking and walking around the room.  Often you’ll get feedback (terrible screeching) through your microphone output when you are too close to another microphone, the speakers, or other equipment.  Mark the floor with tape if you need to remind yourself where your boundaries are.

This may sound like a lot of extra effort when you already are putting time into practicing your presentation, but not feeling competent in any of these areas can throw you an unexpected interruption.  Those interruptions often derail an otherwise well-presented speech.  Practice.

Practice for Your Audience

When you are comfortable and in-charge of the room, your audience will feel comfortable too.  (Watch Cesar Milan the “Dog Whisperer” who teaches about how our energy communicates with dogs – it works for us too!)  Now that you are feeling more comfortable with using a microphone, take your practice a level deeper and consider your audience.  How do you sound through the speakers.  I know I need to speak more slowly and be more articulate in my enunciation.  Whatever kind of microphone, it needs to be below my mouth, so the sound comes out and across the top, or from high on my chest (clip style).  Test with some tongue twisters like “Peter Piper picked a peck of pickled peppers.”  Of you get feedback – like “popping” your P sounds – change the location or angle of the microphone.

If you have a point in your speech where vocal variety is key, practice that section.  If you get too loud you may overpower the sound system.  If you whisper, it may still not be able to pick up what you say.

You may never like using a microphone, but practicing so you become more comfortable using one and your success using one will help your fears diminish.

Keep at it – and please, post your success!

(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

Introduce the Speaker

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You are going to be a speaker at an event, be a member of a panel, or present information at a board meeting. Would your presentation go more smoothly if your audience knew who you are, why you have been chosen to speak, and what you are going to be talking about? I believe it would.  Those are things I want to know when I’m sitting in the audience.

When was the last time you heard an effective introduction?  Too often the introduction is either a boring reading of the speaker’s resume, or they are so built-up that we expect the speaker to amaze and entertain us – even if that is not what they are here to do.

You should prepare your introduction.  You can offer it to the person who will be introducing you, but be prepared for them to forget to read it, or say what they want to say instead.  If they don’t read it, be prepared to incorporate that information into your presentation.

What is your goal with an introduction?

  • Make a transition
  • Establish a mind set.
  • Identify your authority

What to include:

  • Speaker’s name
  • Speaker’s topic
  • Title of the speech

Other not-so-clear guidelines:

  • Create a friendly environment
  • Create a sense of anticipation
  • Keep it short (30-45 seconds)
  • Do NOT give a “preview” of the speech
  • Do NOT praise the speaker’s skills or set unreasonable expectations
  • Stay away from clichés

Here’s an example of introducing me when I gave a speech at my Toastmasters club:

Our next speaker, Peggy Kimmey, will be presenting an educational speech “Creating an Introduction” to help us learn to write an introduction for our speeches.  Peggy joined her first Toastmasters club in the fall of 1998, has achieved the level of Advanced Communicator Silver,  as well as being one of the sponsors for our club.  Let us prepare to learn what to do for the next speech that we present to our club.  Please join me in welcoming Peggy Kimmey.

Hold It!

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When you speak, do you “use props”?  Specifically, things you hold like books or products.

As you pick-up your item and prepare to present it to the audience, think of them divided into three sections: Left, Center and Right.  Hold your item so that one side can see the item clearly.  Hold it steady;  do not bounce it to emphasize your words.  If your group is so large that you need to move it across the group so everyone can see, do it slowly or break that group into 3 sections and pause in each section for people to focus on it.  Move to the Center group, giving them time to clearly see the object and connect it with your words.  The then move to the other side group.

Talk about the item as you are holding it – continuing with your message. The correlation between your words and the item should be obvious to the audience.  If the item does not enhance what you are saying, do not pick it up.  If you need to continue to hold the item after you’ve given the audience their initial look at it, continue to hold it where most of the audience can still see you easily.  If you do not need to continue to hold the item, put it down.  If you will continue to talk about it, be sure you have a display place where the whole audience can still see it without you holding it. If you are moving to a new topic, put the item away or off to the side so the audience will concentrate on your new topic and item.

Practice holding and displaying your prop while you are speaking.  The prop should be an enhancement of your words, not a distraction.  Every time you add something to your presentation, something that the audience will give its attention to, it will take some attention away from you and your message.  When presenting, more is not always better.  Carefully consider when to include your item in the presentation, when to put it down, and when to leave it out all together.

Not sure if you’ve gone overboard with your props?  Video tape yourself during practice; ask a trusted friend or associate for their feedback; or contact Peggy!

Organized

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Organizing your information is important.  Whether it’s a 30 second introduction or a presentation lasting multiple hours, your audience needs a frame of reference.

We were taught in school to have an introductory paragraph, the body of your message covering the various supporting paragraphs, and a concluding paragraph.  Because we’ve learned to expect this structure, if you don’t follow it your audience may:

  • Try to create their own structure from your thoughts, and miss your message;
  • Get tired of trying to follow you, and miss your message; or even
  • Judge you as incapable, and miss your message.

Since your goal is to have your message received by your audience, I’m going to assume you are convinced to at least consider conforming to this basic structure.  What’s next?

Planning. Preparing.  Giving your topic some thought.  Even for those who want to “go with the flow”, you can plan for the general information that you want to share and choose the specific words in the moment.

For me, my message (the middle/body information) is usually what I am most clearly aware of.  So I start by jotting down my topics and notes to support them.  Then I review what I’ve got, see what works best together, consider the time I have – and decide which topics I can’t cover within time. With the message now clear in my mind, I move to the conclusion.

What do I want the audience to do with this information?  If I have convinced them about the importance of a cause – I want them to act to support it!  If I’ve given them information (like this blog “organize your speech”) then I want them to implement the steps when preparing their next speech.  If the presentation was 10 minutes or longer, remind the audience what your main points were – then tie it into what you want them to do.  “Now that you know X Y and Z, go to our website and ______.” If it’s a sales presentation, you’ve heard the reminder to “ask for the sale.”  This applies to the conclusion for all good speeches.

What’s left? The introduction!  In his book “7 Habits of Highly Effective People” Stephen R. Covey advocates with habit #2,  that you “Begin with the end in mind.”   Be clear.  “I’m here to share with you information about _____ which (caused what change in you?) and I expect it to do the same for you.”  You are preparing them to learn something new and to be convinced to follow you – and your call to action at the end.  You can identify the points you will cover, and give some idea of the time frame if you are speaking for an extended period of time. “This morning we will be covering… In the afternoon session we will build on the mornings topics and move on to…”

Once you know the content and intention of your introduction, get their attention!  Share a surprising statistic; ask an unexpected question; tell a (short) story.  The feeling you create with your first impression leads them into your message – make them want to continue to listen.

You have an important message to share!  Honor it by taking the time to plan how to present it to your audience.  Honor your audience by taking the time to organize it so they can more easily receive your message.

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Not sure about the flow of your speech?  I’m here to help!

Stand Firm

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How you stand is important body language all by itself.  Have you ever heard that someone was “off kilter”, “out of balance”, or “out of whack”?  The picture that creates in my mind is of someone physically leaning to one side, and mentally not in tune with the situation.  That’s not the sense that you want to communicate to others about you or your opinions or capabilities.

Here’s what you can do about that: stand firm – feet shoulder width apart, flat on the ground (or comfortably solid, weight evenly distributed through your shoes, for those of us who love to wear heels). Feel “grounded”.  The idea is that you can imagine a rope going through the soles of your feet down through as many floors as you’re standing on, into the ground, and down even to the core of the earth.  This rope doesn’t hold you in place, but it does give you a sense of stability.

Consider your standing area like a box, drawn 4 inches around your feet.  You can easily shift your feet within that area as you gesture, lean, and turn slightly as you speak.  Be comfortable and own your space. (This is different from “personal space” and we’ll talk about that another time.)  Become aware of your feet and how you are standing. 

Beware of crossing your feet as you stand. It gives off the sense that you don’t think you’re worthy to take up that box of space around your feet.  You are visually shrinking the space that you are allowing yourself; you are off balance, and it would not take much to push you over.  The words you are saying will not come across with the conviction that they should because your body is sending a negative message.

What happens when you start to move around?   You want to be seen as sure-footed, steady, confident, balanced.  If you take large steps as part of a gesture about crossing a great distance or amount of time, be sure you are not reaching so far beyond your box that you tilt or even fall.  Be aware of cables, carpet wrinkles, steps (test these before you go up on stage!), and look up to see that there’s nothing in the space around your head or in the way of your arm gestures.

How can you improve your body’s communication skills?  Video tape (and watch!) yourself.  Turn off the volume on your TV and watch an old movie – how do they move to communicate their meaning?  Join a Toastmasters club to practice and get feedback.  Or contact me to come, watch, and give you pointers (or send me that video that you taped!)

The message your body and facial expression sends to your audience is more important than the information in your words and your voice combined.  You body is powerful, learn to use it to support you and your message!

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