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We have one person in our office that must have been born with the skills, talent, and ability to be a total extrovert and give a speech or presentation at the drop of a hat. However, according to a human resource survey reported in 2005, approximately 15% of employed persons are highly apprehensive about communicating orally in organizational settings. Practically everyone – about 85% of the population, in fact – experiences “stage fright” when they give a speech.

Another person in our office, we’ll have to call him “Joe,” was pretty near the bottom of that 85%. He was probably one of the 5% of us who have an excessive and debilitating fear of speaking in public.

Realizing this could affect his career from moving forward, he decided he needed to do something. Shakespeare wrote, “All the world’s a stage. And all the men and women merely players,” but if we’re not pretty good players, then we may face missed business opportunities, lost clients, being passed over for promotions. Any of these occurrences can cost us tens, even hundreds of thousands of dollars over a career. So, our “Joe” went for help to acting professionals who teach transferring performance skills to the business arena, and it really made a difference.

I know of two places in Houston, Texas where they have acting classes to help the business person; “Joe” went to the Houston Academy of Dramatic Arts and Lasater Training Most cities of any size have acting schools which also offer lessons for business people who do presenting or any public speaking. Hopefully, you can find someone in your city if you need this type of training. Until then, the following tips should help improve your presentation skills:

Practice: Okay it’s just like learning to play the piano, practice, practice, practice, but it’s surprising how many people don’t practice in front of a mirror or in front of friends. Visualize: See yourself successfully presenting to a pleased audience, and visualize your audience as just people no different than you. That’s who they are. Know your material: This one should be obvious, but many people simply don’t prepare their material and then have stage fright because they feel unprepared. Go figure. Focus on one idea that’s usable: All your audience really wants is to walk away with something they can use. Relax: If you are at ease your audience will be at ease. Use resources: A good Flash or PowerPoint presentation can make your presentation more interesting and make your job easier.

What will, of course, do the most good is real training, at an acting school or somewhere else, that incorporates practice before class audiences and develops skills such as voice control and body movement. “Joe” is now able to present at work and at networking events with the poise of Tom Cruise.

An effective, compelling presentation has three clear parts: the introduction, the body and the conclusion.

Try to involve your audience. Inject variety through the use of a whiteboard or PowerPoint bullet points. Invite comment or feedback whenever possible. Questions or comment from the audience provide valuable breaks as well as a chance to regather your thoughts.

Remember – you are there to communicate with your audience, not to talk at them. So use language they find compelling. Paint pictures of events and ideas they can see in their mind. And keep them thinking with occasional questions. Keep them well informed about the structure and length of your presentation. If in doubt – cut it out.

PowerPoint

Keep PowerPoint text to an absolute minimum.

Brief bullet points are fine. But sentences and paragraphs should be avoided. Never read a presentation directly from PowerPoint

PowerPoint is best when used as a prompt. Too much information will send your audience to sleep. Keep them alert through the inclusion of photos, sound files or interesting background graphics.

Top Tips:

1. Encourage questions

2. Introduce props, MPEG clips or product samples

3. Be conversational – don’t rely entirely on notes

4. Smile – it projects confidence

5. Use repetition to ensure key facts sink in

6. Pause for effect on key points

Tips for presenting to a hostile audience:

1. Anticipate the tough questions.

2. Explain early you may not have all the answers.

3. Listen carefully to the question and look directly at the person asking.

4. If you need time to think, repeat the question aloud.

5. Whenever possible, provide an answer linked back to your speech.

6. If you cannot link back, acknowledge their concern and promise to investigate.

7. When appropriate, suggest another person or avenue that might be helpful.

8. Remain calm and helpful. Never show temper or exasperation.

9. Avoid bad body language: crossing arms, shaking head.

10. Keep things moving – respond to another member of the audience.

Preparing for a presentation can be stressful. You have to choose a topic, consider who will be in your audience and you have to create the content of presentation/speech. While all of these are important, it is crucial to know what to do and what not to do on stage. If you have a stellar presentation prepared but aren’t using open body language or lack professionalism, your presentation will not have as much power as it could.

Prior to a presentation ensure that you establish communication with the individual that is hiring you. This should be done in person or over the phone, not by email. Ask questions to gain more information on the expectations and requirements of the presentation. Research the company and your topic to ensure your topic is relevant.

While planning your presentation consider your topic, make sure it is clear and that you can describe it in one sentence. Anything longer indicates you have too many topics for one presentation. Having too many topics can become confusing to the listener and your presentation may not seem organized. Follow the structure of a good speech. The Rule of 3 consists of an introduction, body and conclusion.

Do’s for a great presentation:

1. Be confident, smile and be YOU.
2. Know your topic and presentation inside and out. Cut out any unnecessary facts/information.
3. Practice and practice again. Record your presentation, review and make changes.
4. You “you” more than “I”, this will help the audience feel they are involved and will help them engage in the presentation.
5. Be prepared for possible “hecklers” or “saboteurs”, know what you are going to do if this happens.
6. Display professionalism with your attire and way of being.
7. Use key words that will connect with the audience, talk slow and pronounce your words. Effectively use pausing for effect and provide the audience with a moment to think about what you have just said.
8. Pay attention to your body language, it sends off messages that you may not want to send. Do not cross your arms or legs, face away from the audience or pace. Stand confidently, with open body language and be calm.

DON’TS for Great Presentations

1. Do not use abstract words such as things, instead say the thing is or use words that are more fitting and professional.
2. Do not start a sentence with “um, ah, so, now”, this makes your presentation seem unprepared and your audience will lose interest.
3. Do not end your sentences with “right, huh, eh” – the end of the sentence should be the strongest point. Pause when appropriate for effect and let the audience think about it.
4. Do not read off of your slides or handouts, these should only be used for supporting documentation.
5. Do not let someone in the audience distract you – answer their questions briefly and effectively and then move on to the next question or your presentation.
6. Do not overwhelm your audience with too much information or too many different points. LESS is always more.

The only way to being successful is being prepared. Knowing your presentation well, what you will do if a situation is to occurs on stage and being professional are the main tools to helping your presentation thrive. Taking into consideration the list of Do’s and Don’ts mentioned above will make your presentation that much stronger and meaningful.