On Your Mark, Get Set...SPEECH!!

What do you think Americans fear most?

Death? Flying? The Dark? Big hairy spiders? Wrong! Americans fear speaking in public more than they fear death, the dark, flying or even big hairy spiders. The technical name for this fear is glossophobia, and severe cases will not be cured with a few quick tips for public speaking. Indeed, behavioral therapy may be in order. But for most of us, a little preparation will take away that ice in the belly, oh-what-have-I-gotten-myself-into fear that is experienced by many first-time presenters.

Successful presentations are a matter of mastering a few simple basics...

1. Know your subject

3. Know your audience

2. Thoroughly research your subject

4. Dress appropriately

3. Really know your subject

4. Use good visual aids

5. Are you sure you know your subject?

6. Breathe

7. You know your subject!

Knowing your subject means knowing it well enough to field unexpected questions from the audience. To read, research and plan your presentation down to the smallest detail. To build intricate reports and diagrams, so that you know every aspect of each element of your proposed subject. Then, to take all that detail back out of the reports, leaving only visual clues to your subject. These are the basis for your visual aids, the detail - well; the detail is your presentation!

Know your audience. Are you speaking to a group of senior citizens? To children? Students? Peers? Each will wear their own listening filters through which they will hear your message. You don't need to attempt to mimic the language of the group (nothing hurts worse than watching an adult attempt to "jive" with a group of young people), but be yourself and use appropriate language. Using simple phrases when speaking to children seems like obvious advice, but it is good advice when speaking to most groups. Elitist behavior and high-toned speech will put off even the best-educated audience, as it often conveys an air of arrogance and conceit. Try to avoid jargon and acronyms, but if you must use them, explain the ones you can without straying from your main topic.

Whether presenting an in-home sales product, or speaking to groups of hundreds, you will want to project a professional image. Daytime or evening presentations require a different style of dress, as well. For daytime presentations, women can generally get by with nice slacks and top or a skirt and jacket, while men will generally find a dark suit can carry them through for all but the most formal of evening presentations. Under certain circumstances when making a presentation, a "uniform" may be appropriate; a nurse may choose to wear "scrubs", a serviceman may present in "dress blues", or a technician may conduct an informal presentation wearing a lab coat. But when the audience is not one of your peers, or if the presentation is during a formal meeting, or company gathering, it is important to dress as if you took extra care. On a subconscious level, your audience will appreciate the respect you show toward them by looking your best. What ever you wear, you should feel comfortable in your clothes. This is not the time for women to experiment with three-inch heels or men to test out the no shirt under the jacket "look". Be sure you can maneuver about on stage without wobbling in new heels, or tripping over a sticky sandal. You should be comfortable enough that you aren't picking at your tie, or fussing with a scarf. If you can't forget about your clothes, change them!

Especially today, public speaking involves the use of visual aids, and such aids are valuable addition to any presentation. Even a casual presentation in the home of a friend is enhanced with charts, graphs or maps. Be sure you understand exactly how to set up the flip chart, work the projector and connect the computer equipment. Know how the room lights can be dimmed and if a key is required (for larger auditoriums). Often the meeting coordinator will have this information, but double check before the time of the presentation, so that you will also know who to call and where to point for lights, camera, action!

Keep the visual aids simple; your flip chart or PowerPoint presentation should be an accessory to your speech, not the speech itself. Visual aids should contain charts, graphs, and pictures. If you find yourself trying to squeeze in sentences and paragraphs, instead of a bulleted list, perhaps you need to rethink how you will use the visual cue - it should enhance your speech, not replace it! In addition to adding a visual element to my presentation, my visual aids act as note cards to help me guarantee I cover all points I intend to present and in the order I originally scripted them, but only by providing visual cues. Just like a successful note card, they don't contain the text of the speech, only a keyword or two. Your brain is the keeper of the detailed information.

Think out the worst case scenarios. As the administrator for a very large examination, I was called upon to give oral instructions to groups of 500-1500 every few months. Though I was already an experienced public speaker, the first time I stood before that sea of faces, I thought I would pass out from nervousness. I was certain that every person in the room could see that I was an inadequate impostor, totally unsuited to be giving them instructions and guidance for a three day examination. I read my prepared text woodenly and as quickly as humanly possible. Looking back, I am ashamed that those poor exam candidates had to try to decipher the restroom locations, testing and emergency procedures from my hasty monotone.

Terribly disappointed in my initial presentations, I tried to ascertain why I was so terribly nervous. After all, I knew my subject inside and out! I wrote most of the application materials, regularly fielded phone calls from most of the applicants, and knew the rules and regulations like the back of my hand. I finally approached my supervisor for assistance and he and I began to talk about the worst things that might occur during this closed, three-day exam.

As we talked through the minor emergencies (bathroom floods, cheating incidences, snowstorms and electrical outages), I began to visualize the events over which I did not have control, and the elements of each that I could manage. We talked through emergency relocation of exam candidates, emergency evacuation training for staff. For those things I could not control such as fire, bomb threats, earthquakes and riots, I developed a contingency plan for evacuation and regrouping with the other exam proctors. Once I reviewed these plans with exam staff, I found that speaking in front of this large group became less of a challenge and much more entertaining. My fear had been rooted in the responsibilities of crowd control. Once I figured out my role, duties and responsibilities in that regard, I was a much more relaxed and animated speaker.

Know what you will do if the projector fails, the flip chart crashes, or if your handouts are forgotten back at the office. Have some idea of what to do if the fire alarm rings in the middle of your presentation, or if the lights go out while you are speaking. What if the company executive questions your facts? Your figures? Your sources? Always ask yourself the most difficult of questions and know the answer! Visualizing the worst case can bring most presentations back into perspective.

Don't forget the water. Most of us have seen debaters take a drink of water as a delaying tactic to give them time to formulate an answer. This is not bad advice, but it is a bit obvious. I hold a large mug of coffee during presentation to smaller groups of 15-100 people. Holding an oversize mug half full of warm water or coffee serves two purposes. It keeps me from flailing my arms about in excitement (a habit I seem unable to break, especially when speaking on a subject about which I feel passionate!), and it keeps my trembling hands from disclosing my nervousness.

Sometimes, when I am transiting from one subject area to another, I will walk across the stage, take a sip of the water, set the mug down on a side table and turn again to face the audience. This 10-15 second process seems to be acceptable to most audiences and does not detract from the presentation, yet gives me time to organize my thoughts and review my mental notes regarding the pace and efficiency of my presentation.

Another "trick" I use to gather my thoughts is to turn my back on the audience and face the visual aid whether it is a flip chart or projection screen. This gives me the opportunity to release a deep breath (I tend to "over-inhale" and my chest begins to hurt if I don't exhale some of the overload!), calm my nerves, and review my (visual) notes. Though it may seem an eternity to the speaker, this small respite usually takes only a few seconds and the audience is often unaware that my train of thought has jumped the tracks!

Which reminds me - breathe! I mentioned above that I habitually over-inhale. This was not something I knew about myself prior to my first presentation. Imagine my surprise when my normally booming voice became tight and squeaky and my vision began to fail. Vaguely recalling a tip from a public speaking course from months before, I turned my back on my audience and faced my flip chart long enough to blow out several long, slow breathes. When I turned back to my audience, I could feel my blood pressure returning to only slightly above normal, and my vision and voice returned. I now make it a point to stop, exhale, take a sip of water, and exhale again, several times during a presentation - especially near the beginning when I am most nervous.

Practice your breathing by practicing your presentation and kill two birds with one stone. I still am not much a believer in memorizing text, but by practicing from note cards that use the same key words as your visual aids, you will see where a presentation "flows". You should determine where a jump from one subject area to another is too disconnected, requiring a connection or tie-in using a better analogy, or another visual aid. Time yourself at home in front of the mirror, and then again with your dog as your audience. If you are still nervous, try your presentation out on a small work group or gathering of friends. The best solution to practicing presentations is to join Toastmasters.

Toastmasters International is a non-profit organization dedicated to the furtherance of communication worldwide. At Toastmasters, members learn by speaking to groups and working with others in a supportive environment. A typical Toastmasters club is made up of 20 to 30 people who meet once a week for about an hour. Each meeting gives everyone an opportunity to practice conducting meetings, giving impromptu speeches, presenting formal presentations, and providing constructive feedback. There is a $16 new member fee, then $18 dues every six months. Clubs may also assess local dues to cover local expenses. Overall, this is a small fee to pay for a great deal of experiential learning.

Finally, public speaking should be enjoyable. If you know your subject, know your audience, dress appropriately and use good notes (visual aids), then relax and enjoy the kudos of your friends and associates. Take a sip of water, you will do just fine.

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