The Elements of PublicSpeakingWASFAA Conference 2011April 18, 2011

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The Elements of Public Speaking

To be an effective presenter requires a variety of skills,insights and attention to detail. We’ll be covering tips tohelp you prepare dynamite presentations and to increaseyour confidence in being fully prepared for whateverprogram you deliver.

You’ve been asked to deliver a presentation. The event is amonth away. Before you panic and spend your time inworry and anxiety, let’s look at the steps you’ll need tobuild into your schedule so you’ll be confidently preparedfor the program you’ll be sharing.

Creating Your PresentationKnow Your SubjectAre you clear on what is being asked of you? Have youthought through what you need to research to become anexpert on the topic you’ll be sharing? You need to beginplanning what you’ll share early so you’re not caught at thelast minute, realizing that you need additional information.

Know Your AudiencePut yourself in the shoes of those who will be attendingyour presentation. Ask yourself the following questions:

u What would I like to learn?

u What are the perspectives of my audience?

u Will the audience be diverse with various levels ofknowledge in the information I’ll be sharing or havesimilar levels of knowledge?

u Why have they asked me to speak?

u What are they expecting?

If you’re not sure of the answers above then you want tohave more conversation to clarify your goals. It’s verydiscouraging to get up in front of an audience and realizeby the questions asked at the end that your presentationdid not match the audience’s expectations. Talk more withwhoever asked you to speak to help you develop cleargoals for yourself. If that doesn’t answer your questionsthen talk with several of the people you know will be in theaudience to secure their suggestions and feedback.

Plan For All Types of Learners

Plan for an audience that has all types of learners and makeeach comfortable enough to learn in their own way:

u Auditory (let them hear it).

u Visual (let them see it).

u Tactile/kinesthetic (let them do it).

Incorporate auditory, visual and tactile/kinestheticelements into your presentation wherever possible.Suggestions for doing so are:

u Work in groups or pairs.

u Move around.

u Have individuals share experiences or read.

u Take a quiz.

u Brainstorm.

u Ask for questions.

Know the Parameters of the AgendaTo ensure you know what is expected, ask yourself:

u How much time will I have to present?

u Will there be other presentations at the event?

u Are handouts appropriate?

u How many in the expected audience?

u What equipment will be provided?

u What do I need to bring?

Crafting a Structure For YourPresentationIdentify the key points that you want to share. Generally,you’ll want to keep it as simple as possible. Again thatdepends upon the needs of your audience.

You’ll want to open by clearly identifying your subject,having a logical progression of each of your sub-topics andclosing by showing how it all fits together and how youmet your goal for the program. One way to determine alogical sequence of your sub-topics is to write each sub-topic on a card and then shuffle them until they createa logical progression. Break each sub-topic into “bites” thatyour audience can understand. Then put them together togive you a thorough outline for your presentation.

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Identify Your Method(s) of Delivery “Surveys show that as little as 10 percent of a purely verbalpresentation will be remembered three days later but asmuch as 66 percent of a mixed verbal/visual presentationwill be recalled. In short, for a truly powerful andmemorable presentation you will need to include someform of visual aid.” Andrew Bradbury, SuccessfulPresentation Skills.

As you consider what will be best for you, ask yourself thefollowing questions:

u Will I use a script or cue cards?

u Will I use a PowerPoint slideshow?

u Will I be using a whiteboard or flipchart?

u What kind of handouts will be best?

u What fits my style?

u What is best for the audience?

Notes

Although some people prefer to have a full script, this canbe limiting. If you plan every word, you face the possibilityof forgetting something you’ve memorized. Or, if you getquestions asked of you or anything unexpected occurs,you may have difficulty picking up your flow again.

You may find it easiest to use cue cards so you canunobtrusively glance down, jog your memory andcontinue having eye contact with the audience. If using aslideshow, it may be easier to update each slide with notes,print out the “Notes” pages and use those.

Podium

Try to avoid standing behind a podium 100 percent of thetime you're in front of an audience. Using a podium createsa division between you and the audience and you want tofeel a connection with those listening to you, while theyfeel the same. Move a little while talking. This can helpkeep the audience engaged.

Whiteboard or Flipchart

If using a whiteboard or flipchart, realize their limitations;these types of tools are more effective for smalleraudiences. Practice your printing techniques in advance soyou can print what you want to convey, easily and legibly. Ifyou will be drawing on a flipchart during yourpresentation, outline your drawings in pencil ahead oftime. Then when you’re presenting, you can cover over thepencil lines with your markers and look like a great artist!It’s also easy when in front of an audience to feel likeyou’ve forgotten how to spell and to look at words andwonder if they are spelled correctly. Don’t worry, just letyour audience know that you may need their help incatching misspellings.

If you are planning to use these kinds of tools, confirm theiravailability close to the time of your program. Bring yourown markers so you won’t have to use old, faded ones leftover by someone else. Use dark colors that can be seenmore easily; colors like blue, green, black, brown andpurple. Save the yellow and orange markers for other uses.Use the red as an attention tool. If you are using a flipchart,carry masking tape with you so you can hang finishedsheets around the room without damaging the paint. Askan audience member to help you display the sheets.

If you’re using a whiteboard, be sure to use onlywhiteboard markers. You don’t want your words to beindelibly printed on the board forever. When writing on awhiteboard or flipchart, do not try to write and talk at thesame time unless you’re very experienced in doing this.When you face away from the audience and write, it’s oftendifficult for them to hear what you’re saying and it’s hard totalk coherently and write at the same time.

Handouts

It is valuable to share a handout with your audience.Provide them with some kind of take-away that will besomething useful they can have as a reference in the futurefor the information you’ve shared. Be sure the handout youshare is professional in its look and, if possible, using a littlecolor throughout will draw their attention.

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NOTES

Projection of Presentation

If you’re using an overhead projector, make sure everyonecan see what you’ve written. Have a plan for compilingyour notes from any of these three methods (whiteboard,flipchart and overhead projector).

Generally, slideshows and computer-based projection isthe most professional style of sharing information. It isexpensive if the meeting planner has to rent theequipment. If you are able to bring your own, you can savemoney and be experienced with the equipment you’ll beusing. Be sure to practice with your equipment so you arecomfortable setting it up and know how to troubleshoot ifthere are any difficulties. It is recommended to bring anextra projection bulb just in case of a burnout.

Always use a remote to advance your slides. Typically aprojector had one with it when it was purchased but veryoften the remote has been lost or doesn’t have freshbatteries. Take your own even if you are using the facility’sequipment. There are “plug and play” remotes that areunder $50, have a multi-year battery life and allow you tomove as far as 50 feet away from the projector whileadvancing slides.

Delivering YourPresentationKnow Your MaterialDo your research in advance. Make sure you thoroughlyunderstand what you are going to talk about and cananswer questions generated by the audience. If thesequence of your material is logical to you, it will allow yougreater comfort in moving from one point to the next in awell thought-out sequence.

When appropriate, add in personal stories or third partyexperiences to illuminate your points. This makes thepresentation more interesting and helps your audiencerelate to what is being shared. Consider where you can addactivities, discussion questions or small group work thatwill help your audience learn more. Interaction greatlyenhances the learning of an audience.

Practice, Practice, PracticeGo over your material to the point that you arecomfortable in what you are saying and the flow comeseasily to you. Make sure you are practicing thepresentation using any tools that will be part of thepresentation (for example, PowerPoint slideshow,flipchart). Once you are comfortable with yourpresentation, arrange to present it to an objective peer orassociate(s). Get their feedback. What do they recommendin changes that will make it more effective for youraudience? Present to your peers in a room of similar size towhat will be available for your formal presentation. Thisallows you to practice your voice projection skills and tomake sure that even those in the back of the room canhear you. (It never fails, that the back of the room fills upfirst so you want to make sure that everyone can hear.)

Another idea is to tape yourself (video or audio) and thenview/listen for improvements. Be objective. Allow yourselftime to make changes and still have a high comfort level.Make sure that you sound upbeat, lively, interested in thesubject and friendly.

Don’t try to memorize your presentation. You want tosound passionate and full of energy on your subject. Whenwe memorize, it is difficult to make information soundfresh and alive.

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NOTES

Be Comfortable Navigating Through Your PresentationKnow how to back up in your slideshow if there is a question. Number your slides so you know where to go if you areasked by the audience to back up.

While the slide show is running, often you need to pause to answer questions from the audience. It is helpful to display asimple black or white screen (see steps below) while you are answering a question. This gives you the complete attentionof the audience.

Here is a list of several useful keyboard shortcuts to use during a slide show:

As an alternate choice to keyboard shortcuts, simple right-clicking on the screen will show a shortcut menu of options.

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Keyboard Shortcut Action

Spacebar, page down, down arrow, right arrow, N or enter. Moves to next slide or animation.

Number slide > enter (Example: 6 > Enter would go to slide 6. Moves to a specific slide.

P, page up, left arrow or backspace. Moves to previous slide or animation.

B Displays a blank, black screen. Press B again to return tothe show.

W Displays a blank, white screen. Press W again to return tothe show.

Esc or hyphen. Ends slide show.

Next

Previous

Last Viewed

Go to Slide

Custom Show

Screen

Pointer Options

Helpp

Pause

End Show

Right-click on thescreen during theslide show to showthe Shortcut menu.

Identify the Pace for YourPresentationAs you practice, you’ll begin to establish a pace for yourprogram. If you are using a slideshow, generalrecommendations suggest allowing two to three minutesper slide. Allow enough time that you can stop and speakto questions, if that is what you offer the audience.

Allow a little time between key points or thoughts for youraudience to reflect on what you’ve shared. Don’t rush yourpresentation. Make it comfortable for the audience to thinkabout what is being shared rather than working hard tokeep up with a fast pace.

It is critical that you are prepared to start on time and endon time. Even if there is a delayed start due to outsidecircumstances, you must make sure that the audienceunderstands the new timeframe so they don’t think thatyou have overextended your presentation.

Also, be prepared to speed up your presentation if it istaking longer than you planned. Identify in advance, areasthat can be minimized or skipped if you are short on time.If everything is going faster than you planned, slow downyour talking and pull in some additional facts that were notoriginally in your presentation but are there for you to usein an emergency. Don’t worry if you’re done a few minutesearly everyone loves that!

Know the Location, Room andEquipmentIf possible, visit the room ahead of time so you can beprepared for challenges due to columns in the room,layout of the tables, ambient noise, or high ceilings. Howdo you need to prepare if there are room challenges?

Who is your contact for that day? Do you have easilyaccessible phone numbers in case of emergency? Touchbase with your contact a day or two before your programto make sure everything you have arranged still is ontarget. If you’re planning to use the location’s equipment,make sure there will be someone there to assist if there areany difficulties. Confirm where to park and allow yourselftime for unexpected difficulties.

Know exactly where you are going. Print out a map orprogram your GPS ahead of time. Allow yourself plenty oftime to arrive early. You’ll want to be on-site at least 30-45minutes ahead of your program start time. You’ll need tohave all of your equipment tested and ready to go so youcan start on time. Let other financial aid staff know whenyou have to leave the office so last minute emergenciesaren’t directed to your attention.

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NOTES

Prepare a Checklist of EverythingYou Need to Take With You Map or GPS for site and parking.

Contact name.

Address for presentation.

Pertinent phone numbers.

Notes.

Laptop.

Projector.

Power strip with extension cord.

Markers.

Masking Tape.

Handouts.

Remote.

Pad of paper to write down questions that you need toresearch and respond upon.

Several pens one to use for notes and a couple foraudience members, if needed.

Presentation backed up onto a CD or flash drive.

Have a Back-Up PlanBe sure to have thought through what you will do if yourequipment doesn’t work correctly. The show must go on sowhat will you do to make it as seamless as possible for theaudience? Be sure to have your presentations backed-upon a CD or flash drive.

Take along your own room temperature water; often thewater provided at a venue is ice cold and will cause yourvocal cords to restrict.

Thinking through contingency plans gives you confidencethat if something unexpected occurs, you’ll be preparedand cool in handling the situation even if it doesn’t feelthat way inside.

Presentation TipsDress AppropriatelyAsk ahead how the audience will be dressed. Businessattire, business casual, conference casual? You’ll want todress one step up from your audience. That doesn’t meanthat you’ll wear formal wear if the dress is business attirebut you’ll want to make sure that your clothing is clean andpressed, your shoes are polished, your colors coordinatenicely, your hair is clean and combed, (for women) yourmake-up is tasteful and your perfume/cologne isn’toverwhelming. You want to appear confident andprofessional from the very first time your audience seesyou.

If you have a nametag, wear it on the right side of yourchest. This allows people to shake your hand andcomfortably read your nametag without having to turntheir head to read it on your left side.

You’re the ActorWhen you’re presenting, you’re “on!” You need to be upbeatand passionate about your subject. You need to smile andmake your audience comfortable. How you are perceived isvery important. They are looking to you to be the expert.You need to convince them that you are so they can relaxand appreciate what you have to share.

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NOTES

Put the Audience at Ease (and inturn, yourself )If possible, talk to the individual audience members as theyarrive. Get a sense of who will be listening to your program.This will make you more comfortable and give theaudience a chance to see you interacting and friendly. Thishelps to calm the audience’s anxiety, and yours too.Remember to smile! Appropriate humor added to yourpresentation also can relax everyone. If you share a joke,however, check it out with other people to make sure thereis no possible offense that can be taken by members ofyour audience.

Important Tip: “Remember that an interesting speechmakes time fly, but a boring speech is always too long toendure even if the presentation time is the same.” (Takenfrom Presentation Tips for Public Speaking,www.aresearchguide.com/3tips.html)

If you have any problems during your presentation, don’tpoint it out to the audience. This only creates concerns andsets the stage for everyone to focus on the problems ratherthan all the great information you are sharing.

Eye ContactMany people judge credibility based on someone wholooks them in the eye. This means that you want to havegood eye contact with your audience. It’s OK to look atyour notes occasionally but you want to spend themajority of the time looking at your audience. It isrecommended to follow the Three Second Rule regardingeye contact. Look at individual members of your audiencedirectly in the eye for three seconds, then look at anotherindividual for three seconds. Occasionally, look out andsweep your eyes across the entire room. Including peoplein your view makes them more attentive to what you aresharing.

Speak to the Audience Not To Your Slides

Face your audience as you share. If you need notes, havethem in your hand or on a near-by table. You may or maynot be able to see the view on your laptop screen tellingyou which slide is up. Be prepared in either case.

It is critical to build a rapport with your audience. You can’tdo that if you don’t have eye contact with them. Generallyspeaking, it is most comfortable for the majority of peopleto look at you and then read/view the slide. It is less strainon the audience to see you on the left side of the screen(left side looking toward the screen) and then read what isshowing on the slide.

Avoid Using a Laser PointerUnless you are in a small room, it is difficult for an audienceto see a laser point. Do not expect the audience to strain tosee. And, if you are nervous, the laser arrow will shake.

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NOTES

Body LanguageBody language is always important. Pay attention to whatmessages you convey.

Don’t:

u Fidget.

u Avoid eye contact by focusing only on your notes.

u Read the information on the slides.

Be Aware of:

u Standing up straight.

u Moving comfortably in front of the audience.

u Using appropriate hand motions and facial expressions.

u Speaking with conviction and adjusting your style to thematerial you are presenting if it’s a serious topic then bemore serious in how you deliver your points.

Handling QuestionsInvite questions from your audience. Depending on yourpresentation, it may be possible to invite questionsthroughout. Or, your timeframe may limit questions to theend of the presentation. Let your audience know up fronthow you will handle questions.

If you’re unsure of what a person is asking, return thequestion and ask them to re-word it and share additionalspecifics. If you don’t know the answer, pass the questionto the group to see if anyone else might have an answer. Ifnot, take time to write down the question and advise theaudience that you will get an answer. Determine how youwill disseminate the answer once you have it.

Don’t argue or disagree with audience members. Listen towhat is shared but don’t take up valuable time trying toprove them wrong. If you believe that they are incorrect,you can say something like, “I appreciate what you aresharing but my understanding is different than that.” Again,as noted above, write down the question, get the facts anddisseminate a final answer.

Know when to move on! Sometimes one question can goon forever. Don’t make questions and answers painful forthe majority of your audience. Once a discussion point hasbeen shared and there has been adequate conversation,move on to another question or comment.

Have a Great ConclusionSummarize your main points as you would in theconclusion of a written paper. Close with an interestingremark or an appropriate punch line. Leave your listenerswith a positive impression and a sense of completion. Donot belabor your closing remarks.

Presentation Don’tsDon’t Overdo Your SlidesPutting too much information on each slide makes itdifficult for the audience to stay interested. Scale it downto key points and embellish the points with what you shareverbally. If you have facts or figures that are important foryour audience to remember, distribute those in a handout.Don’t use harsh colors or add in so many special effectsthat watching the slideshow becomes wearisome orirritating.

Don’t Use Only Bullet Points on theSlidesMake your presentation interesting for the viewer. Picturesshare much more than words. Find appropriate pictures,graphs or charts to add into your slideshow to keep youraudience’s attention.

Don’t Capitalize all the Words onYour SlidesCapitalizing every letter can make your audience feel thatyou are yelling at them. If you are using an acronym or anabbreviation, you can use all caps.

Don’t Over-Stretch YourselfIf you are not confident in the topic, consider co-presenting and inviting another presenter to join you. Or,decide if there is someone else who should be asked in thefirst place and refer the organizer to the best presenterpossible.

Don’t Wait Until the Last MinuteHave your presentation prepared and your materials puttogether 48 hours before the time of your program. Thenspend that remaining 48 hours practicing your style anddelivery. You’ll feel much less pressure and allow yourselftime to get very comfortable in what you are doing.

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Wrap-Up When doing public speaking, you quickly realize that it can be more challenging than you expected because so manydifferent factors are involved in planning, preparing and delivering your program. At the beginning of this manual, wesuggested that you take one month to prepare for a presentation. To make sure you are on target, take your presentationdate and begin backing up, identifying key dates on your calendar. Identify dates for when you should be done with fact-finding about the program itself, research, building an outline, creating your slides for PowerPoint or the overheadprojector, preparing your notes and practicing your presentation. Giving yourself ample time to finish each step andstaying on target will help build your confidence in the presentation you’ll be delivering.

If possible, solicit evaluation feedback from your audience. Have a form prepared that asks the audience how they likedyour style of presenting, handouts, visual aids and whether you satisfied their questions and needs. Use this feedback torefine your presentation and delivery skill set.

The best outcome after sharing a presentation is to have positive feedback from your audience and the organizer(s) andto feel good about your program once it’s finished. You’ll also have great satisfaction in knowing that you did yourhomework and delivered a program that met the needs of your audience. Celebrate your success and look forward to thenext opportunity to share relevant information with an audience.

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ResourcesAbout.com (2009). 10 Tips for Becoming a Better Presenter by Wendy Russell. Retrieved June 26, 2009, fromhttp://presentationsoft.about.com/od/powerpointinbusiness/tp/071231resolutions.htm.

About.com (2009). 12 Tips for Delivering a Knockout Business Presentation by Wendy Russell. Retrieved June 26, 2009, fromhttp://presentationsoft.about.com/od/powerpointinbusiness/p/bus_delivery.htm.

Ezinearticles.com (2009). Successful Presentations – Top 10 Tips To Help You Make An Impact On An Audience by GaryGorman. Retrieved June 26, 2009, from http://ezinearticles.com/?Successful-Presentations---Top-10-Tips-To-Help-You-Make-An-Impact-On-An-Audience&id=773699.

Kushner, M (2004). Public Speaking for Dummies. Hoboken, NJ:John Wiley & Sons, Inc.

Microsoft (May 2006). Successful Presentation Skills by Andrew Bradbury. Retrieved June 26, 2009, fromwww.microsoft.com/uk/atwork/work/presentation.mspx.

National and Community Service (2009). Delivering successful presentations: public speaking, PowerPoint, and flip chart.Retrieved June 26, 2009, from http://nationalserviceresources.org/practices/17734.

Online Computer Library Center (2008). Presentation Tips for Public Speaking. Retrieved June 26, 2009, fromwww.aresearchguide.com/3tips.html.

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