Stand up and Speak

Public speaking in the workplace

Stand Up and Speak

Over 90% of the population fear public speaking more than death, yet it is the most powerful form of communication. Public speaking Trainer Darren Fleming shares his secrets on overcoming these fears and getting your message out there.

Despite recent advances in communication technology, face-to-face communication and public speaking still has the greatest influence over people. Whether it is persuading the bank manager to extend credit, business partners to adopt your idea or getting customers to buy your product, it is your skill as a presenter in selling your ideas that will largely determine your success.

Often it is necessary to present the same idea to different audience for different reasons. Take the idea of wanting to change business structure to capitalise on a new market. There are several interested parties that need to be convinced you are on the right track. These include the Bank, Staff and Board. If these parties aren’t convinced, your ideas may be doomed from the beginning.

Take the bank. The bank will want to know all the ins and outs of the new market. How big is it and who is the competition? How long will it be before a profit is returned? What will the new structure be? How much do you need to borrow? The bank will want to make a very clinical, calculated and safe decision. They will want facts that they can question and rely upon.

Your staff however, are more concerned about putting food on the table and paying the mortgage. Although they will want to know about markets and structure, they care more about the emotive issues of their job security and pay packets. Therefore, they need information that is personally reassuring. They will be more concerned about career progression and job fulfilment rather than how much is being borrowed or who the major competition will be.

The Board will probably be a combination of the two approaches. The board needs to make a safe and protected decision for their investors. But they also have their own jobs to consider.

To ensure that you get the right angle for your audience, construct your presentation from the conclusion backwards. The conclusion of your presentation will be what you want to achieve. This will help you focus on what you need to say. If you are talking to the bank manager about restructuring, your conclusion might be asking for the additional line of credit at a reduced rate. If you are presenting to staff, your conclusion might have a call to be ready for changes that will lead to advances in their career.

Once you know what your conclusion will be, find evidence to support it. Research the markets and competition; calculate return on investment in great detail to support why you need that much credit. This is the data the bank wants. For the staff, show the new structure; give certainty in their position and reassurances about their jobs. People are not afraid of change; they are afraid of uncertainty.

The number of ideas that you can include in your presentation will be dictated largely by time you have. The amount of time you dedicate to each idea will be in accordance with its importance. As a general rule, allocate about 70 - 80% of your time to the body of the presentation and the remaining 20-30% to the opening and conclusion. This means that if you have 10 minutes to speak, you can spend 7-8 minutes on the body. Even at 3 minutes per idea, you can only get 2½ ideas across. If you cann’t explain your idea completely, don’t start. You’ll only sell it short. If the ideas need more time, either arrange some, or drop something.

The opening of any public speaking presentation is of great importance. As the old saying goes, you only have one chance to make a great first impression. If giving a formal presentation, thank anyone who has introduced you, and greet your audience.

Just like the conclusion, your audience and your goals will dictate the way that you open your presentation. Opening with a bold statement or a question can grab the audiences’ attention, but may not always be appropriate. Your bank manager may be more comfortable with a more conservative approach. If you are doing some public speaking to customers at a product launch, a bold, visionary statement may be needed. Asking questions, even rhetorical ones can be effective. However, be prepared for all possible answers, including those that you don’t want!

Once you have gained your audiences attention, outline where it is that you are taking them with your presentation. This will give the audience a direction to follow which will help keep their attention.

Eye contact is very important in any type of public speaking. Even when speaking to a large audience, look people in the eye. This will bring them into what you are saying. This is vital for building rapport and keeping the audience with you. If you are not making eye contact or simply looking above their heads in a vague manner, your audience will spot it and you will lose credibility.

It is also good to use body language when public speaking. After all, you can only watch a radio for so long! Body language simply means movement. This movement may be around the stage or on the spot. It should not be over the top or the audience will focus on it and not your speech.

To gain impact with your presentation, try silence. Leaving a pregnant pause after a particular point will allow the audience to ponder what you have just said. About 3-4 seconds should be enough. Beware though, being silent on stage is harder than it seems!

If possible, leave the audience wanting more. Don’t go over everything in so much detail that you answer all the questions before they are asked. Leaving them dangling will increase contact after the presentation.

Finally, the type of presentation will dictate whether you sit or stand. If presenting to the Bank manager in their office, it would be unwise to stand. People are territorial and maybe intimidated by this. However, if presenting at your office with the Board and Bank present, standing may give the authority and respect to your audience that they deserve.

Public Speaking Tips

There are some secrets that you can use to gain an edge when presenting. Reducing the fear associated with presenting begins well before you get up to speak!

Remembering your speech Remembering your speech can actually be easy. The trick is to put the preparation in beforehand.

By spending the time to organise your thoughts in the days before your presentation, you will have greater ability to present in the way that best sells you and your ideas. If necessary, write your presentation out in full so you get all the important points down. Then condense the presentation down into the main points and a few sub points. This will form the notes you speak from.

Reading a presentation word-for-word can be useful in some situations, but not others. If you are presenting highly technical information to a large group you may get away with reading word for word. But if you are trying to persuade potential investors forget about it. When persuading you want to show a level of confidence. Reading notes word for word won’t do it.

Practice and Rehearsal There is a difference between practice and rehearsal and both are important for public speaking. Practice will get your presentation into your head, and rehearsal will make sure it comes out in the right order. Regardless of the type of presentation you are giving, rehearse exactly as you would give it. Like an actor, you need to know when and how you will be moving, gesturing and using any audio/visual equipment. Also, practice starting your presentation halfway through and continuing from there. This will give you confidence that you can start from anywhere if you lose you place.

Nerves Feeling nervous about public speaking is an emotional and physiological reaction. Therefore making a logical argument to yourself that you should not be nervous because you know your material just wont calm you down. Neither will the old adage of picturing everyone in their underwear.

To overcome your body’s reaction to the situation, you have to focus on the body. The easiest way to do this is to control your breathing. Taking a few slow deep breaths immediately before your presentation will help slow your body down. When your body slows down, so will your nerves. This technique can also be used throughout your presentation if nerves start to arise. Don’t breathe too fast though or you may hyperventilate.

Even if you are speaking at an evening social function, avoid the temptation to use alcohol to calm your nerves. Alcohol will dull the senses and your ability to present. Alcohol is also a diuretic. This could mean you need a toilet break just at the wrong time!

Rate of speaking Most new and nervous public speakers tend to speak at a very quick rate. This comes from being nervous. Once again, taking a few deep breaths will be enable you to slow your rate of speaking so the audience can understand you. If possible, tape yourself before you give your presentation. This will let you hear how you speak. You will be amazed at the things you learn about your speaking style from a recording.

Audio Visual Aids Just because you have to give a presentation at your next sales conference does not mean that you have to get out the PowerPoint and go crazy. No CEO has ever said, “Give that manager a pay raise. He really knows how to use PowerPoint!” But if you must have a slide show, keep in mind the following guides; – Short is sweet. Keep both the number of slides and the content as short as possible. Attention spans are only getting shorter. – Don’t read the slides. Reading exactly what is on the slides is something the audience can do. If you are going to simply read the slide to them, sit down and stop taking up valuable real estate. If the audience is reading the slide, they are not listening to you. You are better off to have the main points on the screen and expand on them. – Graphic transitions irritate. Just because the title flies in from the left, and the words type themselves out does not make the presentation interesting. Once the audience has seen this once it will quickly bore them. – Keep contrasts strong. Multi-coloured backgrounds can hide some text. Choose carefully. Anything moving in the background will distract the audience from what you are saying. – Remember different speeds and versions in technology. If preparing your presentation on a PC for presentation from a laptop, the different operating speeds and versions of software may render some graphics slow or inoperable. – K.I.S.S. Before you add a picture or colour, ask if it is going to enhance your message. If not, get rid of it. Remember: Keep It Short and Simple. – Handouts. Before distributing handouts of your presentation, ask yourself what do you want the audience to do with them? If you want them to make notes as you present, give them out before you speak. But remember that they will then focus on the notes and not you. If you want them to listen to you, give your handouts out after the presentation.

Taking Questions Whether you take questions during or after a presentation is a matter of personal choice and the type of presentation you are giving. Either way let the audience know from the beginning. If you are speaking to a large audience in a large room, repeat the question so everyone can hear it.

Keeping to time. One of the worst things as a speaker you can do is to speak over time. This robs other speakers of their time, blows out agendas, and leaves the audience looking at their watch. If you cannot easily see a clock from your speaking position, try using your mobile. Most modern phones have a countdown function and vibrate alert. Simply ensure that all alerts (including voice, SMS, MSS and others) are either diverted or put on silent. Set the countdown function for the time that you need, and slip the phone in your pocket that is close to your skin. It will vibrate at the right time and you will know to finish up. Try setting the timer a few minutes short of your allocated time. This will ensure you have ample time for your conclusion.

Darren Fleming heads Executive Speaking and specialises in corporate communication training. He can be contacted at www.executivespeaking.com.au

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