Speaker's Digest March 2003
In this issue:
- Speaking Skills Fit Many Situations
- When Voice Matters Most
- Fundamentally Speaking: Act Like a Child!
Speaking Skills Fit Many Situations
Take a minute to think about your next presentation. Perhaps a roomful of eager professionals have gathered, a mahogany podium stands ready for you, a carefully-designed slide show ready to burst forth from your laptop, and you, with every hair in place, prepare to launch into your opening.
We hate to break it to you, but your next presentation will more likely come in a chance encounter on the elevator, during a phone call, over a cup of coffee, or even at a social gathering. Someone might casually ask you “What’s the best solution,” “What do you think,” or even simply “What do you do?”
Opportunities to make a presentation come up daily. They can be chance encounters in the office, over the phone, at a meeting or conference, or even when leaving a voice mail. You’re always presenting to someone in today’s business world, and the same skills used in speaking to a group will help you be prepared for these important conversations.
Preparation is the key to taking the most advantage of these impromptu opportunities. Preparation means practicing, by yourself in your car, in front of your mirror, or even with family and friends. Tighten up your presentations by seeking out easy practice situations with people you trust.
Plan out a two-minute presentation for yourself, using imaginary scenarios (such as an elevator encounter, a one-on-one meeting with your boss) to inspire your thinking. You can write it out, make a list of bullet points, or just plan it in your head; whatever technique works best for you. Here are a few tips to keep in mind:
- Start with a POW! Think of a quote, statistic, or interesting piece of information that sets a context for what you will be saying. “Two-thirds of all people still don’t use the internet more than once a week.”
- Identify your company, its mission or focus, and the market it serves.
- Focus on benefits to clients rather than details. “We help companies make better use of technology” rather than “I’m in sales for a company that makes software products.”
- Call attention to anything unique, new or exciting. “We’ve just launched a new financing program that makes mortgages available to lower-income families.”
- Don’t rush. Even if you set a time limit for yourself, no one can present well if they’re trying to cram in too much material. Our advice: skip the details. If they’re really important to this conversation, the details will come up, either later or in a follow-up.
- Take time to be a good listener. If this is a new contact, PROBE. Ask what they do, request a business card, and find out who would be a good referral for them.
As you get more comfortable with your ability to carry out impromptu presentations, you’ll find yourself seeking out opportunities to deliver them. This practice will help you come across more confidently in business situations.
Have you ever participated in a conference call, making first-rate eye contact, using your most effective gestures and body language while making your point…to the speakerphone?
In our workshops, we work on all the skills (gestures, movement, eye contact) that can enhance one’s presentation. But sometimes, presentation opportunities don’t come in face-to-face situations. When on the phone, in conference calls or even when leaving voice mail, speakers lose out on using many of the personal presentation skills that help to make a point. Your VOICE becomes the only tool you have, so you have to use it well. Along with preparing your content, keep in mind these techniques that can enhance your message.
Avoid non-words. “Um”s and “ok”s can always be problematic for a speaker, but these non-words are magnified in voice-only situations.
Use the full range of your voice. Listeners appreciate the variety of volume and speed. Slow down to present an interesting statistic, or to let ideas sink in. Raise your voice to make a point, lower it to get them to lean in and listen more carefully.
Pause early and often. Frequent pauses add drama and emphasis to your message, and help to eliminate non-words. They also give your listeners an opportunity to ask questions.
Smile! Your listeners can hear it on their side of the phone.
Use gestures as you speak. When speakers use their hands, their vocal variety improves right away. Gestures add energy to your message and help your voice come out naturally.
Stand up! No one ever said you’ve got to stay seated during phone calls. Standing helps your natural energy come out.
Closed circuit to telephone presenters: Keep a mirror at your desk and look at yourself while on the phone. Make eye contact with your reflection and SMILE! Use lots of facial expression—your listeners will hear the difference in your voice.
Fundamentally Speaking: Act Like a Child!
In an old episode of the TV show M*A*S*H, Col. Sherman Potter (Harry Morgan) had to entertain a roomful of Korean children, none of whom spoke English. He pulled out an old army manual and began reading it to them as if it were a children’s book, enunciating his words, using dramatic tones and facial expressions. When he tried to stop reading, the kids pointed back to the book, insisting that he continue. They were focused on his every word, even though they understood none of it. (You may run into this episode. Jamie Farr—who played Klinger—once said that at every minute of every day, there’s a M*A*S*H rerun playing on TV somewhere in the world.)
Practice making a presentation by talking about your job to a child. Do whatever it takes to hold their attention. Make lots of eye contact, and use gestures liberally. Listen to their questions and respond with both patience and focus.
If there aren’t any children available, imagine yourself speaking to one. Practice delivering your material as if you’re reading a story to kids. Think of yourself as an entertainer (Robin Williams, Jim Carrey, Eddie Murphy), and go overboard in every way: be melodramatic, vary the tones of your voice, or slow your delivery.
Audiences, like children, enjoy being entertained. By practicing this technique, you can expect to stumble onto a few skills that will work for you, even in the most conservative boardroom. Try it…it’ll bring out the kid in you.
Jeffrey Cornell
Senior Vice President
Raymond James and Associates, Inc.,
Chicago