Style and Technique

Once we have dealt with the things underlying confidence, the matter of style and technique is actually a small thing.

·         Style and technique:

A huge trap that people fall in to is trying to be something they are not. The problem is that we see a presenter do a great job and everyone is attentive and captivated, and we want to be like that, so we try to copy. Imitation is the sincerest form of flattery, but not many of us do it well.

o   Not everyone is the same – you have to be the best YOU can be, not a copy of someone else. Understand this truth and you have taken a huge step to effective communication. Don’t try to be someone else. Find your own ways, your own style – there are many basics that can be adapted, and many methods that can be used, but you must present as yourself.

o   Visuals are not necessary, but can be helpful. This is a sticky one – I have already briefly mentioned that Powerpoint has sort of fallen out of favour lately, but some information is just passed on better with visuals. This will depend on your industry and the particulars of your presentation. But a short video, or even simply displaying a live Excel spreadsheet, can be useful. Just make sure you practice with the tech you will be using, and have a backup plan – computers are great when they work, but not all of us can make them work all the time.

But there are also other visuals you can use – people are absolutely fascinated by a bloke drawing on a big sheet of paper. Doesn’t have to be a masterpiece either – stick men, rough pie graphs, and big arrows, make people take notice – if they are relevant.

o   Sound effects, used well, can be great. There was a time that sound effects were frowned upon at pretty much every level, but as you draw that big arrow on your big bit of white paper, there is no reason why you can’t make a bit of a V8 engine sound as you go across the paper. The key to this is that it must be APPROPRIATE. Don’t use silly sound effects at a somber funeral.

o   Changing speed, volume, tone, can all be used for emphasis and interest.

The way you use your voice is as important as what you say in some respects. I am sure you have all heard someone who is just a monotone drone – you very quickly find yourself either falling asleep or wishing he would stop.

But there is so much you can do with your voice. Speaking softly can get everyone straining to hear the words (But make sure you can still be heard), and can gain attention as much a sudden raising of the voice to a yell can wake people up. Talking quickly or slowly can emphasise a point – speaking quickly can raise the excitement level, while slowing down your words can bring an intensity to your words. Even talking in a higher or lower tone can bring the spotlight onto a point.

All of these are sometimes called “dynamics” and they are very useful, but overuse can make your presentation a bit of a caricature.

o   Speaking clearly is important.

The other thing about dynamics is that all this speeding up, slowing down, talking loud and then quiet, can all end up being a bit annoying – so make sure that however you use these dynamics, you do not stop being clear – when you talk quietly, make sure that your quietest is still audible, and make sure your loudest is not so loud that you are blowing out speakers and hurting ears. The sound man should be able to look after that, but it is easier if you control that rather than him guessing.

o   First impressions can be overcome, but it takes hard work.

Someone once said that you only get one chance to make a first impression. You can be an individual, but the more “out there” you are, the harder you will have to work to convince people that you are worth their time.

§  Speak well – poor pronunciation gives a bad impression.

People will quickly get distracted by poor pronunciation. If you talk in certain ways, the impression is that you are not educated. A classic example is someone who says “Sumpfink: instead of “something”. When people hear this, or similar things, they automatically put you in a box that says he is a bit dim, and probably not worth listening to.

§  Poor dress gives a bad impression.

If you are making a presentation to a group of top end businessmen, you probably don’t want to turn up in a rashie and surf shorts. They simply won’t take you seriously. In that case a suit and tie is probably what is expected. You could possible get away without a jacket, but wearing a tie, or maybe you could get away with a jacket and no tie, but you want to be somewhere in the ballpark. This is harder today than it has ever been, because some companies within an industry normally known to be conservative have changed their acceptable dress standards. A Friday presentation might be just fine in Jeans and a polo shirt, but don’t try it on Monday.

§  A strange voice or a “weird” appearance start you behind the 8 ball.

Some people have some quirk about them – a strange voice or a physical difference from what is “accepted” – they just have to deal with those things, but if they are reading this, they already have a strategy. But if you have the choice, then try to be near the accepted “normal”. You want to be memorable and individual, but if you stand out for the wrong reasons, then your good points will be lost in the distraction.

§  These are not game losers, but why make it hard for yourself?

None of these things are the end of the road, and if you are willing to deal with the consequences, then by all means retain your individuality and flair. But unless you have a reason for dressing in a way that you know will cause a raised eyebrow, why give the audience something to be critical of?

§  There are exceptions – “Gimmicks” can be used to good effect, but they should never be the reason why you are remembered.

o   Move – in some way, move around – if you move the eyes of the audience, their attention span grows.

This is hard for many people. Again, there are those who are natural walkers, but “the speakers two step” is a well-known phenomenon – that is where the speaker rocks either back and forwards or side to side, shifting his weight from foot to foot without actually moving. It can be distracting for an audience, so it is better to deliberately move around a little bit. Those who are natural walkers have a definite advantage here, because the simple act of getting the audience to follow you across the stage with their eyes helps to hold attention.

o   Gestures are great for emphasis.

If you are not much of a walker, then Gestures need to become your friend. There are many ways you can use your hands in front of an audience. The classic is in the instance of a comparison where you point to one side of the stage as you talk about one side of the argument, and then turn and point to the other side as you present the opposing view.

Or you might want to emphasise that an old theory has been done away with and so, as you pronounce its demise, you pretend to kick it off the stage to the side.

As with sound effects, this needs to be used intelligently, but can be highly effective.

·         Practice and assessment:

o   Find a reliable and truthful person to critique your speaking.

§  You do not want a yes man – you will not get any good help from someone who is afraid to offend you.

§  You do not want an overly critical person – that will only lead to discouragement.

§  Video or audio recording can be useful.

§  Any critique is only useful if you use it.

Notes are (not) for numpties!

Confidence Part 5:

I am sorry to destroy the mystique, but most speakers use notes.

With the modern technology, they try to make it look like they are speaking from memory or from their mind, but the “Teleprompters” (or whatever they call them today) are simply so well hidden that even live it can be hard to spot the notes.

They want it to look seamless and professional, but the truth is that very few people speak without notes, regardless of how it appears to the audience.

I always surprises me when someone comments about me not looking at my notes, because I feel like I rarely ever look up from my notes.

·         Notes:

o   It is very rare for a speaker to NOT have notes. It is easy if you give the same talk over and over, but if your speeches vary, notes are almost mandatory. Those people who do a basically unchanging presentation wherever they go, of course will get so used to their presentation that it basically sits in memory. But these people are basically showmen – and I do not mean to disparage such people, but their shows are primarily for entertainment. If your presentations change every time, then you will almost certainly want notes.

§  Some people do get away without notes, but they are rare.

There have always been some rare individuals who either have outstanding memories, or a natural way about them that allows them to present without notes, but the overwhelming majority of speakers use notes of some form.

·         Many noted speakers used extensive notes.

Winston Churchill apparently had even the pauses and inflections written into his notes, and yet I have heard people say that he spoke with no notes at all. As far as I could find, the majority of the time he used extensive notes.

§  Notes can take many forms.

·         Powerpoint can be an assistance to a presentation, but it has become a passé nowadays. Use with caution. But the slides can be your prompts for your presentation, if used well.

·         Palm cards – these are small cards that can be concealed in your palm – hence the name – with the headings and main points written on them. A skilled user can swap through these cards without the audience noticing.

·         If there is a Rostrum or Pulpit or stand of some sort, then the easiest thing is to simply have written notes on the Rostrum before you. The audience can’t see them, but you can have the information clearly displayed before you.

·         Tablets or Phones – you can have your notes displayed on an electronic device either in your hand or on the Rostrum – just be careful to stop the screen turning off after 2 mins.

§  Notes can be as comprehensive or brief as YOU need them to be.

Some people can get by with major points and headings, others feel more confident with extensive notes. You will figure out where you are most comfortable in this. For instance, my personal speaking notes could be read out word for word and would make perfect sense – but I don’t read my notes word for word, and will sometimes stray from my notes if I think it is relevant. But I am most comfortable knowing that if I get lost, I can revert to reading the notes until I get back into rhythm.

o   Using language appropriate to your audience is vital.

One problem that people fall into is that of assuming everyone knows what you are talking about.

§  Don’t speak too far below or above your audience.

• I remember a friend once who was a highly studied scientist, but who just thought everyone understood what he was talking about. He would get onto a technical subject and start using big words, and discussing technical details, and no one around could keep up with him. But he was oblivious to it. He genuinely thought everyone was a smart as he was.
• But just as you can lose an audience by talking over their heads, you can also lose them by aiming to low.

It is a trick that takes some practice, but you need to aim for the middle of the group, high enough to give useful info to the experts, but low enough to lift up the novices with your info. They might not understand it all, but they will get the general points, and it will spur them on to know more. Meanwhile the experts interest may be spiked to look more into a few points.

§  Don’t use specific jargon in a general audience.

Jargon: every industry has it. 

• If you must use it, then explain it briefly for those of your audience who may not be up on all the latest acronyms.
• If your group is all very specific, then by all means, Jargon yourself silly, but in my experience a room full of experts is a rarity. Be careful with Jargon.

o   Preparing your notes.

§  You need to have gone through your presentation several times before you actually present it. 

• The process should be something like this: 
• First draft, re-read, make a cup of coffee, second draft making changes, re-read (with another cup of coffee), make further changes and finalise presentation, re-read (third cup of coffee), go for a walk, go home, watch a footy match – anything but thinking about your presentation. Then review it again. 
• I have been told that you need to review and re-read no less than seven times - after that much coffee, you will be in some sort of trouble. However, having read through your notes that many times, you will have confidence that you know your presentation.