Speaking to an Audience
Communicate Complex Ideas Successfully
By Kellie Fowler, Mind Tools Contributor
Speaking
to an audience can be fun and exciting. However, lack of preparation
or not clearly defining the presentation’s goals and its audience
can make even the best-intended presentation a complete disaster.
Preparation - The Key to Successful Speaking
To ensure your presentation is effective:
- First, determine your objective. Ask yourself:
- Why am I giving the presentation?
- What do I want the audience to take away from the presentation?
- Second, determine your audience. Their familiarity with the presentation
topic will determine the level at which you present your speech.
How to Structure Your Presentation
Once you have determined your presentation’s objective and overall
goal, as well as the audience, it’s time to structure your presentation.
You will need to start this process by determining the length of the
presentation.
Take the allotted time and break it into smaller segments with each
segment tackling a specific task (all of which reflect the overall objective
of the presentation). For example, the fist segment should be the presentation
introduction. In this segment, you should give an overview of your presentation,
or a short summary of your speech, explaining the topic, why you are
covering this topic, and what you hope to accomplish.
The next segment should tackle the first item on your agenda, with the
following segment tackling the following item on your agenda, and so
on.
Once you have developed the introduction and outlined the following
segments, spend some time thinking about the conclusion of the presentation.
The introduction of the presentation and the conclusion of the presentation
are the most important parts and should have the strongest impact.
Achieving Clarity and Impact
Keep your presentation short and simple. Your audience will not remember
every point of your presentation, so highlight the most important parts.
The longer the presentation, the higher the risk of boredom.
When in doubt, use the “tell ‘em” structure:
- Tell them what you are going to tell them (For instance, “In
this presentation I will show you…”).
- Tell them the key points, expanding and illustrating each one,
clearly and concisely.
- Tell them what you have told them (For instance, “In closing…”
or “In summary…”) and conclude.
Reinforce Your Message with Visual Aids
Next,
consider the use of visual aids. Slide projectors, data projectors,
video machines and computers should be tested out beforehand to make
sure they are operating correctly and that you know how to use them.
Make sure you do not cram too much information onto any single visual
aid. A good rule of thumb to follow is to keep each visual to six lines
or less. Also, make sure any font or graphics are large enough the audience
can see it clearly (from all seats) and make sure the colors used are
easy on the eyes, taking into account the lighting.
A sad fact is that much of your authority will be judged by the quality
of your slides - you need to make sure that their design supports the
style of your message.
Overheads should be clearly marked and arranged in order beforehand.
Flip charts should be prepared in advance when possible. When used during
the presentation to take notes, make print large enough for all participants
to see.
When using these various visuals, do not turn your back to the audience.
Position yourself so you can use the visuals while facing your audience.
Arranging the Room
If possible, visit the room in which you will make the presentation
well in advance. Determine seating (circle seating encourages interaction,
rows of seats discourages interaction, etc.) and determine how the visual
aids you choose will work. Consider lighting, space, even the temperature
of the room. Consider placing notepads and pencils at each seat if participants
need to take notes. Or, you may want to have glasses at each seat with
a few pitchers of water if the presentation is going to last more than
half of an hour. If you do this, make sure you allow time for bathroom
breaks.
While you do not need to memorize your entire presentation, make yourself
very, very familiar with it through several practice runs. Rehearse
the presentation in its entirety as often as you can before delivering
it to a live audience. The more you rehearse, the more confident you
will be and the more fluent you will seem to your audience - if you
know your subject matter and have adequately prepared, you will be able
to deliver your message loud and clear.
When in doubt or nervous, stay focused on your purpose – helping
your audience understand your message. Direct your thoughts to the subject
at hand. The audience has come to hear your presentation and you will
succeed!
Tips and Techniques
Tips to help make your presentation a smashing success:
- Before the presentation, focus on the needs of the audience.
- Begin by breathing.
- Visualize yourself succeeding.
- If you forget your words, pause for a moment and remember your objective.
While the words may not come right back to you, this will help keep
you on track and may even help you to think of additional thoughts
and ideas your audience will benefit from hearing.
- Avoid too many statistics and confusing information in your presentation.
Instead, put this information in a handout for participants to refer
to at a later date.
Take a public speaking course at a local college or university. These
are oftentimes offered as night courses and are usually very inexpensive,
while providing you with important skills that will enhance your confidence
in this area.
Videotape yourself going through the presentation. To do this, all you
need are a video camera and a tripod. Then, run through the video and
make changes according to your thoughts on the taped presentation.
Source: http://www.mindtools.com/CommSkll/SpeakingToAnAudience.htm
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