Camp Chat: Answers to the Most Frequently Asked Questions

For the last year, I have kept track of the questions asked by participants in the Speakers Training Camp. The following questions seem to crop up at every session. I hope the answers will clarify any remaining concerns you may have. If you have additional questions, please send them to me, Sue Gaulke, in care of AMACOM Books, 1601 Broadway, New York, NY 10019.

I still feel awkward with gestures. What do I do with my hands and arms?

This is a very popular question, and it always pops up after our first videotaping of participants. The goal is to have natural, free-flowing gestures. Restricted hands and elbows glued to your side will diminish your power. The more space you take up, the more powerful you’ll appear. Most gestures should be about waist high with your armpits out. Increase the size and range of gestures for more emphasis and for larger groups. The best rule of thumb is, don’t let your hands touch—they usually get into trouble, or become stuck in a position such as the “fig leaf.” If you find that your hands do become stuck in something like a “Hail Mary” position (prayer position), let your arms and hands hang loosely by your side. This is the best neutral position. In everyday conversation, you don’t think about your gestures. You let them happen naturally. Do the same in your presentations.

How can I overcome the fear?

First, keep things in perspective. You know more about your topic than anyone else in the room. Believe it!

Next, be yourself. Let your personality emerge. Being natural and warm is much better than being perfect. The audience accepts goofs, blunders, and mistakes. They recognize that you are human. However, they will not accept nervous and distracting mannerisms.

Fill your head with positive thoughts, even if you have to force them. I am a great believer in positive thinking. Visualizing and rehearsing a successful presentation in your mind will strengthen your comfort level with the material. It will also transfer to your audience.

Be prepared. Practice your presentation six times, with your audiovisuals, and it will seem as though you have really internalized it. Try using audio or video recordings to check your progress.

Breathe! Practice both deep breathing and positive thinking on a daily basis—not just five minutes before a presentation.

The most important tip is to have fun. If you are having fun, chances are, so is your audience.

If I feel that I’m bombing or the audience isn’t paying attention, what can I do?

Change. Right now! Here are your best options:

It’s helpful to actually have a few ideas in mind in case this happens.

When I’m giving a presentation, should I change my natural, everyday self?

Yes and no. Let your personality shine through. Audiences are looking for personable, memorable characters. Let it rip! I’m always reminding my Speakers Training Camp attendees to take 100 percent of their personality up in front of the group. Some personalities, however, need more than 100 percent. They are not exciting enough to captivate the audience for any length of time. If this is true of you, you can enhance your natural style by adding more voice variety, movement, energy, pause, facial expression, super eye contact. These skills can be learned, even though they may not be a part of your natural repertoire. Be yourself, then ham it up as needed. Remember, above all else, the audience is looking for lots of enthusiasm!

How can I rivet the audience?

According to audience research, keep focused on three main areas. These are the overwhelming favorites among audiences across the country:

Surprise them occasionally. Do the unexpected. This will help the audience to remember you and your presentation.

How can I be sure that the audience is understanding my message?

First, be sure that your message can be boiled down into one simple, clear sentence. Repeat your message at least six times during your presentation. Check the audience’s understanding by having them repeat the message back to you.

If you are questioning the audience’s understanding of a particular section of your presentation, ask them, “What points do I need to clear up here? Where do we need to spend more time? Are you ready to move on?” If your topic is a lengthy one, you can use mini-summaries at the end of each major section. In addition, handouts will reinforce your message.

What are the best ways to prepare?

Each person has his or her own preparation ritual. I have just one giant Don’t: DO NOT WRITE OUT YOUR PRESENTATION WORD FOR WORD.Audiences do not want you to read your presentation. Here’s a quick and simple method of preparation:

What are the best ways to practice?

Run through your presentation from start to finish, using your actual notes and visual aids. Scatter some chairs in a room, and put some stuffed animals or dolls on them. This is a great way to practice eye contact. Use a timer or stopwatch to estimate time. If possible, record yourself with a video camera or audio recorder. If you’re using a video camera, you can put the camera on a tripod and let the tape roll. You don’t need anyone in the room to operate it. After you’ve gone through your presentation once, critique yourself. Complete the Master Checklist on page 148 as you review the tape.

Even if you do not have access to a video or audio recorder, practice is helpful. It will give you a feeling for the flow and timing of your material. Some people like to practice in front of a mirror. That’s fine; it’s a matter of personal choice.

How can I answer questions confidently?

After you’ve prepared your material, write down the twenty questions that the audience is most likely to ask. Be prepared to answer them. This may surprise you, but you will have figured out at least 90 percent of the questions.

Before you answer a question, clarify it if necessary. If you’re in a large group, repeat it so that the entire audience can hear it. Also, make a quick judgment call. Is this question one person’s isolated concern, or is it something of interest to the entire group? You can always turn the question back to the group and let them express their viewpoint.

Answer the question simply and to the point. Add one example or one piece of supporting information and then stop. Do not give a mini-lecture. Another way to handle questions is to have people write their concerns on an “issues chart” in the room. That way, you can deal with these issues at the appropriate point in the program.

Can I use notes?

Yes! Absolutely! It is not necessary to memorize your material. The goal here is to use inconspicuous notes like these:

With large, simple notes, you’ll be able to see them from about six feet away. The audience does not mind if you use notes. It’s how you handle them that counts. If you keep your notes large and simple, you can glance at them to scoop up your idea, then deliver your message with your eyes up and focused on the audience. The audience wants your focus on them, not on your notes for extended periods of time. Another tip is to staple a few pages of notes together. If you use a single sheet of paper, it will rattle and shake if you are nervous. I do not like index cards for recording notes. Flipping the cards during the actual presentation seems too mechanical.

It’s OK to hold your notes. Continue to gesture, primarily with the opposite hand. When you are not using the notes, set them down.

How can I remind myself to work on a particular skill (such as eye contact or enthusiasm) while I am actually making a presentation?

Develop a reminder system. You can write words in the margin of your notes in bright colors: SMILE!, EYE CONTACT!, ARMS!If you’re using transparencies, put reminder sheets between the transparencies. Another idea is to have a buddy in the audience who can give you an inconspicuous signal as needed. Give yourself some feedback after the presentation.

My company is relaxing its dress code. How do I dress for success in my presentations?

There are several considerations:

How can I make my ideas stick?

Be sure that you have a clear and simple message—one word, one phrase, or one sentence. Repeat that message at least six times during your presentation. Use some sizzle, like a story, metaphor, or magic trick. Reinforce your message visually through the use of visual aids, handouts, or give-aways (pens, badges, desk signs). If possible, have the audience internalize the message by saying it out loud, writing it down, describing what they will do with the information. Plan a follow-up to check retention and accomplishments.

How can I become a memorable, one-of-a-kind presenter?

You need to discover or devise a certain uniqueness. This could involve the way you look, the way you act, or the way you sound. It could be a hobby or gimmick that you weave into your presentations. It could be an unusual personal title, such as “The Time Wizard.” Or your presentation could have an outstanding theme, title, or message.

Some speakers are famous for a particular type of sizzle, such as their stories, magic tricks, or audience interaction. You need to figure out what makes you different from everyone else. Pick a style you are comfortable with, and one you can call your own.

How do you expand a half-hour talk into a three-hour talk?

Remember that the body of your talk is like a chest of drawers. In each drawer, you put one main topic. Rather than adding more main topics, consider going into more depth with the ideas that you already have. In other words, put more stuff in each drawer. Also add more sizzle—audience involvement, examples, humor.

How can I be sure that I am interesting?

First, be sure that your style sparkles: smile, use good eye contact, use gestures, move around, put some oomph into your voice. Be enthusiastic! Then use some sizzle every six minutes. Observe the audience. If the people look bored, try some group participation, take a break, or summarize and end early. You can always obtain written or verbal feedback midway through or at the end of your talk.

How can I develop rapport with the audience?

Do your homework. Find out as much as you can about the audience. Read their local paper, the company newsletter, and their industry magazine. Then talk about things that relate to their world: their community, their sports teams, their hobbies, their interests, their industry. Talk to some of the people before the session. Make some friends. Know some of their names, and use their names in your presentation. Check your body language. Be sure that you look friendly—smile, use great eye contact, and sound enthusiastic about being there!

I have trouble staying on track. How can I be sure that my main points are covered?

Rely on visual aids to keep you on track. Have your main points written on transparencies, slides, or a flip chart. Then use those aids as you progress through your talk. End your talk with a crisp, clear summary that ties your points together.

How can I do a better job of thinking on my feet?

This is a tough one. Some people are better at this than others. First, be an expert in your subject. The more you know, the more confident you will feel about ad-libbing. Second, be flexible. Don’t lock yourself into a rigid outline. Some of the best material includes spontaneous stories and remarks. Think of your presentation as carrying on a conversation with your audience. People rarely are at a loss for words when they are in the midst of a conversation.

If you don’t know the answer to a question, admit it. Then turn it over to the group for comments and discussion.

I am petrified in front of a group. How can I find more enjoyment in giving presentations?

Keep things in perspective. Chances are, your presentation will not make the news that day. It’s not as important as you think! Often we blow things out of proportion. Keep your message simple. Prepare your visual aids ahead of time, and let them guide you through your thoughts. Put some personal interest into the presentation, something that delights you: a story about your vacation, a golf tournament, your champion ten-year-old pitching star. Meet a few people in the audience before the program. It’s comforting to know that you have a few friends out there. Finally, concentrate on the audience and what they’ll get out of your presentation. Take the focus off of yourself and your own inhibitions. Have fun!

I feel comfortable in front of a small group, but I’m worried about appearing in front of several hundred people. Any tips?

Think conversation. You’re merely having a chat with a few more people. It’s a mind game that you play with yourself. Everything needs to be bigger—your visual aids need larger print, your gestures need to be larger, your voice should be a bit more dramatic, your eye contact needs to reach out to all areas of the room. But for the most part, you can do just about anything with a large group that you can do with a smaller one. Audience participation activities can be adapted. Be creative. If you want maximum audience interaction, seat the people at round tables. Your space in front of a large group is also very important to your own comfort level. I would feel like a caged beast behind a podium. I use a table to my right to hold notes, props, a small clock, and a glass of water. This is the same setup that I use for small groups.

How do you pace and time your presentation?

During your practice, you can time the various sections of your presentation. Remember that the actual presentation usually will take a little longer. Be sure to allow time for audience participation and questions. Write down some approximate time guidelines in the margins of your notes. Always plan out what you will do if you need to fill up some additional time—have a few topics and audience interaction activities on hand, just in case you need them. Don’t worry about ending early. The audience will thank you. You can put a clock with large numbers near your notes to guide you. It’s much better than constantly glancing at your watch.

How do you prepare for an audience in which there are different levels of knowledge about your subject?

You do what newspapers do: Strike a balance by targeting the average listener. Be sure to define any terms that might not be understood by all. You can appeal to the upper level in the group through the examples, stories, and question-and-answer sessions. Remember that you can also utilize handout material that covers both basic and advanced concepts. It’s also helpful to admit to the audience that you know that there are various ability levels, and that you will try to present something of interest to everyone.

I have a really boring voice. How can I practice voice fluctuations?

Use a tape recorder, listen to your own voice. Practice exaggerating your voice. Pretend that you are an actor or actress. Tape yourself while reading a paragraph in your normal voice. Then read the paragraph in a very loud and mean voice. Read it in a soft and wise voice. Read it in a wild and silly voice. Keep practicing different characters and different voices. Really exaggerate. Then, when you practice your presentation, go overboard with your voice: louder, softer, faster, slower, higher, lower, pause. Tape yourself again and listen. By working with the extremes, you will learn the skills of voice change. If you’re still having trouble, you can contact a speech pathologist in your area for assistance.

How do I decide on the right visuals to use for different audiences?

There are four things to consider. First, how many people are in the audience? Be sure that your visuals can be seen by all. Second, consider what type of visual aid will work best for the message. A full-color slide show is very appealing, but transparencies are very convenient for spontaneous writing. Third, take into consideration the visual aids generally used by your audience. When I worked for General Dynamics, everyone used overhead projectors and transparencies. In that environment, a flip-chart presentation would not have carried the same amount of credibility. The fourth consideration is you. What types of audiovisual aids do you prefer? I love flip charts! They’re so calm and natural and low-tech. When I use flip charts, I am at my best. Another thought: you can always use a few different types of audiovisuals to add variety to your talk. Be creative.