How to be an effective

Public Speaker?
By:

Abdul Hafiz Gandhi

Email: abdulhafizgandhi@gmail.com
www.facebook.com/abdulhafizgandhi
Mob.: 09953585693
Marris Auditorium, 23 rd March, 2013
pm

5 to 7.30

Organised by: Coaching and Guidance

Cell, VM Hall, AMU, Aligarh & Charcha

Foundation, New Delhi

When a child learns to walk, he stretches his

arms out and starts taking one step at a time.

Often he falls, but gets up

again. Public speaking is similar. There

will be times when we fall or fail to deliver.

The secret is to get up one

more time and keep working at
it.

Learning Objectives
Define and understand Communication and
communication process?
The Communication Cycle
Impact of a message
Types of Communication and tips to improve
verbal and non-verbal communication
Styles of Communication
Effective Listening
List and overcome the Filters/Barriers to
Communication
Communicating Effectively
Question and Answer Session

It would be erroneous to presume that

Effective Public Speaking means only
delivering speeches to a huge
audience from a podium.

What do you get out of this Workshop?

When you successfully undergo a training in
public speaking you will learn the following
invaluable skills which will help you in making
an effective presentation to even an audience
of one :
1. You will learn to marshal your thoughts and
present them in a logical sequence
2. You will learn to focus only on your subject.
3. You will learn to use your vocabulary to
maximum advantage
4. You will learn to present all your thoughts in
as few words as possible.

5. You will learn to describe your points

appropriately with the use of facts, examples,
parallels.
6. You will learn to control your voice and make
it pleasant to the ears.
7. You will learn to control and convey your
emotions dramatically through your words.
8. You will learn poise even under adverse
situations.
9. You will appear more presentable, more
confident, more mature and more positive to
your listeners.

Benefits of becoming an effective speaker !

The steps to becoming a good speaker are not hard although they require
some time and attention. The rewards are great:

Youll feel much less nervous. When youre

well-prepared and have learned these steps, youll feel more
comfortable. Although some nervousness is normal, much of
it comes from simply being unprepared.

Youll get better results. Your audience will

respond more positively to you when you speak well. Theyll
certainly have a higher opinion of your accomplishments.

Youll enjoy yourself more. When youre

comfortable with your speech/presentation and with the
audience, you finally start to enjoy the process of speaking. It
can be a real up experience for you !

Instead of aiming for perfection, which is (by

definition) unattainable, how about aiming for
effectiveness? Thats a goal that any speaker
can reach, with helpno matter your level of
skill and experience.
Of course every body has public speaking
strengths ! We have been talking to people
since roughly six days after we were born,
and its hard to believe that none of those
conversations went well. All of our personal
skills, experiences and achievements are
potential public speaking strengths. The only
problem is that we do not know how to
translate
this
into
success
as
a
communicator.

Why is public speaking regarded as one of the things that people

dread most?
Children begin to communicate at a very early stage of their lives. Why is

hate/dread to get up on stage even to

deliver a short speech?
it then that people

Ans. Our inhibitions

We
condition our subconscious into believing that
we are bound to fail when we get up to speak.

Result: Nervousness, sweat, dread in the pit of

the stomach and weakness in the knees are
common feelings.
The question that arises is, How do we un-condition
ourselves ?
How do we get ourselves to go on the stage and deliver
speech/presentation without worrying?

What is Stage Fear?

Stage Fear

It is rightly said. "The human brain is a wonderful organ. It begins functioning the

moment you are born and does not stop until you are called upon to deliver a
speech !" The most carefully prepared speeches are never heard because of this mind block
called

Stage Fear, Nerves and Topophobia.

When you are seated in the audience, waiting for your turn to speak, you start thinking:

I am scared of what might happen.

My grammar's so bad.
How can I do justice to such a vast subject in just three minutes?
Ooh, look at the size of the audience !
They all seem to be so clever. I'm making a fool out of myself.
Suppose someone picks an argument with me.
Oh God, what will happen if I cannot even utter a word.
So many ladies present and I did not even shave properly.
So many men! I should have worn my silk saree.
What will my father / mother/ wife/ husband/ employer / teacher/ sitting in the audience
think of this stupid speech?

All these thoughts make you a trifle anxious, this increases your
heartbeat, you start breathing faster and the next thing you know
is that your mouth has dried up, your knees go wonky, your mind
goes blank and you are in the grip of that universal phenomenon

called Stage Fear.

This stage fears result in.

You start wringing your hands.

You drum your fingers on the table/podium.
You tap a pencil or keep pressing the on / off button of your pen.
You scratch your hair.
You tap your foot or both your feet.
You lean on the podium / table.
You keep removing your spotless spectacles, clean with a handkerchief,
put them on, only to remove them a minute later, clean them ...

You fold, unfold or twist your hanky.

You fidget with objects placed on the table.

You grip the mike tightly.

You keep pulling your ears, digging your nose or rubbing your eyes.

You keep chewing the locket of your chain.

You put your hands in your pocket.

(Or worse)

You start jingling coins while your hands are in the pocket.

And in short, you have lost your

confidence to speak.

Why does this happen?

When your brain senses your anxiety, it signals the release of extra amounts of

Adrenaline an energy giving fluid into your body to help you combat the anxiety.
An inexperienced person does not know how to handle this extra flow of
adrenaline resulting in any or all the above manifestations of Stage fear.

How do you get rid of your stage fear?

Ever tried taking a bath in cold water on a cold morning? Isn't the first touch of the
cold water pure torture? After the first jug, the second is not all that
bad, the third one is ok and soon you start revelling in the
tingling, refreshing feeling that only a cold water bath can give
you. Stage fear is something like this. The first speech is the worst. The first

thirty seconds are the worst even for accomplished speakers.

You can never really conquer stage fear. After thousands of speeches,
accomplished speakers still feel the flutter of butterflies in the stomach, as soon as
they get up to speak. This is a good sign. It is your body telling you that extra
energy is available to you in case you need it. So the difference between an
accomplished speaker and a novice is that the accomplished speaker has
learned to channelise this flow of energy.

The following tips will help you tackle the Stage fear :
1. Ensure that every speech is well prepared.
2. I repeat, ensure that you prepare,

prepare, prepare.

3. As you walk up to the dais to begin speaking, try to walk slowly. Consciously take
deep breaths. This will reduce your anxiety.
4. Before you begin, look around the hall. LOOK at your audience. You
are sure to find some friendly faces. Address your first words to them.
6. Welcome every opportunity to speak.
7. Get your friend/spouse to critically observe your speech and give you suggestions
on improving the next time.
8. Begin your speech with formalities or a good personal anecdote. It
need not be very funny. Its main purpose is to help you and not the
audience.
9. Never attempt to learn by heart your speech. You are guaranteed to fail !!
So, you have something in common with EVERY speaker in the world. Remember
as long as you are nervous at the beginning, you can use it to deliver your best.

Coping with Speech

Being nervous is
Anxiety
natural

Blushing, perspiring,
fidgeting, hyperventilating, memory
loss,
Controlling Speech
Anxiety
Dress
Exercise
Familiarity with
audience

First Impression- Make it

memorable
The impact of a 1 st impression is
derived from* :
55% Visual (how you look and act)
38% Vocal (how you use your voice)
7% Verbal (what you say)
You are always projecting an image!
*According to studies by Dr. Albert Mehrabian at UCLA

1.

Ask Yourself : True or

False
Do you think you communicate a
professional presence?

2.

Do people notice when you walk into a

room?

3.

Do you command respect when you speak?

4.

Do you leave a lasting impression?

References:
The Leaders Edge; Art of Self-Marketing, Usheroff Institute

What is Communication ?

Communication is the art

and process of creating
and
sharing
ideas.
Effective communication
depends on the richness
of those ideas.

What is Communication?
The dictionary defines communication as:

A process by which information is

exchanged between
individuals through a common
system of words, symbols, signs or

behavior

Communication is a two-way process which

involves:
Listening to others (Receiving)
Asserting/Expressing (Sending)

What is Communication?
Communication is the art of transmitting information,
ideas and attitudes from one person to another.
Communication
is
the
process
of
meaningful
interaction among human beings.

ITS ESSENCES :
PERSONAL PROCESS
OCCURS BETWEEN PEOPLE

INVOLVES CHANGE IN BEHAVIOUR

MEANS TO INFLUENCE OTHERS

EXPRESSION OF THOUGHTS AND EMOTIONS

THROUGH
WORDS & ACTIONS

TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE

IT IS A SOCIAL AND EMOTIONAL PROCESS

Communication Goals- Why we

communicate?
To change behavior

To get and give

Information

To persuade

To get action

To ensure understanding

Communication Cycle
Communication normally goes through a cycle involving:

The Sender

The Recipient

The Message

The Channel

Impact of a Message
Face-To-Face Communication

Impact of A Message
Voice Communication

Styles Of Communication

Passive
Accepts

responsibilities.
Extends but does

not feel entitled

to rights .

Assertive
Both exercises

and extends
rights and
responsibilities.

Aggressive

Demands but does

not extend rights.

Does not accept

responsibilities.

Types of Speeches
1. Impromptu
The speaker is called upon on the spur-of-the moment without being informed
in advance for preparation. It often takes place in business and
organizational meetings.
2. Extemporaneous
The speaker is informed in advance to prepare for a speech. It is the best
type of delivery for most speaking situations. Usually the speaker knows the
subject, is well prepared, and is sincere in wanting the audience to receive and
remember his/her ideas. Most speeches for public speaking contests fall
into this category.
3. Manuscript
When very exact wording is required such as presenting policies, contracts
etc., the speech has to be written out word-for-word and delivered by
referring to a script.
4. Memorized
When very exact wording is required but reading from a script is inappropriate,
the speaker has to write out the speech word-for-word and memorize it before
presenting.

3 Types of Listening

Passive Listening

Active Listening

Hearing

Effective Listening
involves. . .

Remove Distractions

3. Understanding body
Language
Observe position and posturing

Be open and accessible

Make eye contact

Listen with Empathy

Consider expressions/gestures

.1.

Setting the stage

2. Ensuring Mutual
Understanding

Reflect feelings

Paraphrase main ideas

4. Suspending judgment

Concentrate

Seek clarification

Keep an open mind

Confirm next steps

Hear the person out

Listening and Speaking

Listening takes:
Concentration and energy
Curiosity and open-mindedness
Analysis and understanding
Speaking requires:
Sharp focus
Logical thinking
Clear phrasing
Crisp delivery

Hearing Vs Listening
Hearing Physical process,
natural, passive
Listening Physical as well
as mental process, active,
learned process, a skill
Listening is hard.
You must choose to participate in the process of
listening.

VALUE OF ACTIVE LISTENING

Listening to others is an elegant art.

Good listening reflects courtesy and good manners.

Listening carefully to the instructions of superiors improves

competence and performance.

The result of poor listening skill could be disastrous in business,

employment and social relations.

Good listening can eliminate a number of imaginary grievances of

friends/spouse/employees.
Good listening skill can improve social relations and conversation.

Listening is a positive activity rather than a passive or negative

activity.

Organizational Communication
Flow
Downward
1. Upward
Vertical and
2. Horizontal
Horizontal

Information

Instructions/
Directives

Coordination

Vertical Communication
Upward Communication
Consists of messages sent up the line from

subordinates to bosses.
Includes employee suggestions, reactions to
organizational policies, inquiries or concerns.
Downward Communication
Flows from individuals in higher levels of the

organization to those in lower levels.

Includes meetings, official memos, policy
statements, manuals and organizational
publications.

Horizontal Communication
The horizontal information flow
occurs both
within
and
between departments.
Generally, the purpose of lateral
communication is

coordination and
collaboration.

Barriers to effective
Assumptions
Communication
Fears
Reluctance to confront
Ridicule, rejection, fear of being wrong

Values and attitudes

Generation Gap

Information overload
When the information we can process is exceeded
Distrust and dishonesty
A lack of trust can cause the receiver to look for
hidden meanings in the senders message.
Cross-Cultural Diversity
The greater the difference between the senders and
receivers cultures, the greater the chance for
miscommunication.

Barriers to communication
can lead to misunderstanding and confusion

Barriers to
communication

Noise
Inappropriate medium
Assumptions/Misconceptions
Emotions
Language differences
Poor listening skills
Distractions

Observe your audience

If your audience starts looking at their watches, go
to toilet often, going in and out on phone, start
talking to their neighbors, or playing games on
their phones, these are signs that tell you that
what you are speaking isnt making any sense to
them. So be flexible! Change your way of
speaking, tell jokes which are related to the topic,
or stop talking and start asking so that you can get
your audience involved in your session or even
ask for their experiences on that topic.

Use the stage

It will be tempting to hide behind a podium, but dont do
it! There shouldnt be barriers between you and your
audience. Again, making yourself appear accessible builds
rapport and allows people to trust you. As a result, theyll
also trust the information youre sharing.

THREE THINGS YOU MUST MAKE HABITS

GRAB OPPORTUNITIES
Any where any time, jump at a chance to stand up & speak in front of people.
There
is
no
alternative
to
PRACTICE.
It
is
never
PRACTICE,PRACTICE,PRACTICE !

enough.

LEARN NOT COPY

Observe other speakers techniques, tact, tricks, learn from them, but never ever ape
anyone. Develop your own Strengths and Style.
TAKE FEEDBACK
Have few close friends who give you frank & true feed back about your performance. The
best people are those who are learning public speaking with you. In case a friend asks your
feed-back, give it honestly using my :- A.C.E FORMULA
First:
APPRECIATE
Then:
CRITICIZE
Finally:
ENCOURAGE

Humour
Any person speaking with a sporting, jolly nature,
with a touch of humour is well recieved by listerners,
in spite of his short comings or mistakes. Humour is
to be sprinkled not added.
CAUTION : Too much humour even in serious, formal
matters, or humour every time: makes you know as
joker: people will hear you but not listen to you.

Know the Purpose

General purposes of a speech:

(1)Inform - Tell who, what, where,when, why, and how.

(2) Explain - Give steps to show how something is done.
(3) Persuade - Give arguments to show why something is or is
not a good idea.
(4) Entertain - Shape the material into a humorous story.
(5) Impress Stress value, worth, noble spirit and sentiment.
Praise and pay tribute for deeds well done.

Know the Audience

(1) Knowledge of subject: What general or specific information
about your subject do your listeners possess? How much
knowledge can you assume?
(2) Attitude: Will the listeners be neutral, favourable, or hostile
toward the subject and/or speaker?
(3) Size: For a large audience (15 or more) you might need charts
or pictures to help keep your listeners attention.
For a small group (under 10) you can use a chatty, less formal tone
of voice than you would with a bigger group.
(3) Age: Think about the age of your audience. Young children
dont like to sit still for long; older audiences can handle more
information.

Know the Occasion

(1) Purpose of the meeting: Is it business, a community problem, a
celebration of some holiday, anniversary or cultural event?
(2) Location: hall, dining room, auditorium? In a quiet room where
everyone can hear easily, you can give a longer speech packed with
interesting details. Out-of-doors or in a large auditorium, where noise
might distract the audience, youll have to keep your points short and
easy to understand.
(3) Facilities: lectern, microphone, projectors, etc?
(4) Time: At what time of the day and for how long are you to speak? In
a long speech (10-15 minutes), you can add colourful information. If
you only have a few minutes, you have to get right to the point.
(5) Other events on the program: entertainment, business meeting
with reports, other speakers, etc?
(6) After the speech: question or discussion period following your
speech?

How to Gain Attention

(1) A series of rhetorical questions
(2) A story, a narrative, a humorous anecdote
(3) Special interest and needs of listeners
(4) Familiar historical incidents, quotations
(5) Use striking, unusual, curious facts.
(6) Use original, creative, novel techniques. Visual
Aids often help.

How to Conclude a Speech

(1)

Summarize, repeat, review, and restate the main

arguments or idea in somewhat different
language from that used in the discussion.
(2) Repeat a story, a quotation, a series of questions,
with a slightly different twist or with a different
application than that used in the introduction.
(3) Call for action, for belief; apply speech to listeners
interests and needs.

Effective Speech-making:

Tell them what your going to tell

them, tell them, and then tell them
what you just told them.

Remember. . .
Effective communication
encompasses a multitude of
skills.

Skills can be learned and

practiced.

What are the most common ways

we communicate?

Word
n
e
Spok

Written Word

ges
a
m
al I
u
s
i
V

Bod
y

La n

gua
ge

Types of Communication
Downwards Communication :

Highly Directive, from Senior to subordinates, to

assign duties, give instructions, to inform to offer feed
back, approval to highlight problems etc.

Upwards Communications

It is non directive in nature from down below, to give

feedback, to inform about progress/problems, seeking
approvals.

Lateral or Horizontal
Communication

Among colleagues, peers at same level for information

sharing for coordination, to save time.

In modern social and business environment communication extends

beyond written or spoken words to listened word. Visual dimension
added by T.V. and Computers has given new meaning to communication.
COMMUNICATION NETWORKS
Formal Network
Informal Network

Virtually vertical as per chain go command within the

hierarchy.
: Free to move in any direction may skip formal chain of
command. Likely to satisfy social and emotional needs
and also can facilitate task accomplishment.

Keys to Communicate
Effectively
Know your subject
Focus on the purpose
Know your audience

Use a confident tone and a level pitch

Be calm and collected at all times
Try to eliminate excessive ums and uhs as fillers

Speak slowly and make use of pauses to stress important ideas

Use accurate diction and correct pronunciation

Know what you are talking about and accept the limitations of
your knowledge

Be vibrant and enthusiastic

Avoid a dull, monotonous tone
Be loud enough to be easily heard

ESSENTIALS OF COMMUNICATION - Dos

Always think ahead about what you are going to say.
Use simple words and phrases that are understood by every body.
Increase your knowledge on all subjects you are required to speak.
Speak clearly and audibly.

Check with the listener whether you have been understood

accurately or not

In case of an interruption, always do a little recap of what has been

already said.

Always pay undivided attention to the speaker while listening.

While listening, always make notes of important points.
Always ask for clarification if you have failed to grasp others point of

view.

Repeat what the speaker has said to check whether you have

understood accurately.

ESSENTIALS OF COMMUNICATION- DONTs

Do not instantly react and mutter something in anger.
Do not use technical terms & terminologies not

understood by majority of people.

Do not speak too fast or too slow.
Do not speak in inaudible surroundings, as you wont be

heard.
Do not assume that every body understands you.
While listening do not glance here and there as it might

distract the speaker.

Do not interrupt the speaker frequently.
Do not jump to the conclusion that you have understood

every thing.

What are the

qualities of a
good speaker
?

References:
The Leaders Edge; Art of SelfMarketing, Usheroff Institute

Polished & appropriately

dressed
Confident
Decisive
Organized
Knowledgeable
Prepared
Approachable
Inspirational
Excellent communicator
Encourage participation
Passionate
Articulate
Non-judgmental
Flexible

What are the

qualities of a
poor speaker?

Sloppy in appearance
Unprepared
Doesnt know material
Late
Inconsistent
Rude
Doesnt involve participants
Unable to use AV

References:
The Leaders Edge; Art of Self-Marketing,
Usheroff Institute

equipments
Boring
Insensitive to group's needs
Reactive
Poor communicator
Judgmental
Rigid

How to Prepare a
Speech

Determine task/goals
Do your research
Organize your points/presentation
Learn your material, do not learn by heart
Prepare cue cards (if needed)
Rehearse your presentation, delivery,
timing etc.
Anticipate Q & A (Prepare for the Answers)

2 Types of Communication
1. Verbal Communication
Words

Voice modulation

2. Non-Verbal Communication
Communicates emotions and

attitudes
Regulates verbal messages

VOICE :

Volume/Projection
Rate/Timing
Pitch
Articulation (clarity)
Pronunciation

Body Language
Dress: style, colour, comfortable,
professional
Visual Contact: eye contact
Facial Expressions: comfort &
relaxation (smile!)

Body Language (2)

Posture & Movement :
Confident posture
Purposeful, fluid movement Vs. tentative or
mechanical
Relaxed but respectful
Approach audience to reinforce key points,
transition topics
Gestures : to complement your verbal
message
Purposeful, spontaneous, natural
Avoid crossing arms, hands in pockets, fingerpointing
Never chew gum!
Avoid distractions with pens, pointers
MUST BE CULTURALLY SENSITIVE

8 Presentation Lies WE Were Taught in

School
If you viewing this post via email, then please click here to view it in your
browser.
1. Focus on a Spot at the Back of the Room
To avoid feeling nervous, stare at the wall at the back and pretend the
audience doesnt exist.
Truth it, the quickest way to lose your audience is to ignore them.
Instead, make eye contact with your audience members. This will help you
create a deeper connection with your audience.
2. Memorize Your Script
To avoid making mistakes, memorize your script and deliver it like a robot.
Truth is, if you are concentrating on your script instead of focusing on your
audience, your audience is going to sense it and theyre going to tune out of
your speech.
Instead, know your main points and your subject so well that you can talk
comfortably without having to memorize your script.

3. Keep Your Hands Straight by Your Side

Stand still, dont move around too much and keep your hands firmly glued to your
sides.
Truth is, your non-verbal communication is at as essential as the words you speak.
Instead, let your hands move naturally. Your hand gestures should help show what
you are saying. For example, if you are describing a man in your story who is taller
than you, then use your hand gestures to indicate how tall he was!
4. Facts, Facts, Facts
Include lots of facts in your presentations. The more facts you have, the smarter
you seem and the more persuasive you will be.
Truth is, facts are boring and bland. If you simply spit out numbers instead of
showing your audience how those statistics impact them, you will drown your
audience in sea of numbers.
5. Always use Powerpoint
When people think of a presentation, the first thing that usually comes to mind is
Powerpoint!
Truth is, you dont always have to use Powerpoint. You should use Powerpoint only
if you have graphs, charts and pictures to show your audience. Powerpoint should
be an aidnot your entire presentation!

6. Use complicated, technical words

Use lots of complicated jargon. It makes you sound smarter.
Truth is, using complicated jargon may make you sound smarter, but it will isolate
your audience.If your audience doesnt understand what youre saying, then your
presentation is a complete failure.
Truth is, you should aim for a conversational style of speaking which explains ideas
in the clearest, easiest-to-understand way.
7. Stand Still
Stand still in the center of the stage. Say what you have to say and dont move on
stage.
Truth is, you should make full use of the stage. You should move with a purpose on
stage. For example, you can use the stage as a timeline so that the left side of the
stage indicates the past, the center is the present and the right side of the stage is
the future.
Another way is to split the stage into different scenes so that the one scene is
placed on the left side of the stage, another scene in the center a final scene on the
right side of the stage. Thus, each scene in your story occupies a different part of
the stage.

8. Youre Either Born a Great Presenteror Not

Some people are great at presentationsand others become engineers.
Not quite true. One of the best presenters I know is an engineer.
Making great presentations is a skillit can be learned and acquired through
practice!
How do I know? Because I used to be a terrible presenter! However, after working on
improving my presentation skills, I recently won the title of Hong Kong Public
Speaking Champion. One of the audience members came up to me later and said
my speech was brilliant!
If I can transform my speaking from boring to brilliant, then so can you!
Keep learning and keep practicing!

4 Habits of World-Class Speakers

If you viewing this post via email, then please click here to view it in your browser.
Ive had the privilege of working with some of the Worlds Best Public Speakers for
my new book, The Speaking Secrets of the Worlds Best Speakers (P.S. You can
grab a free chapter by Paying with a Tweet/Like). From my conversations and
interviews with the champions, here are 3 key habits which will help make you a
world-class speaker.
1. Practice, Practice, Practice
The best way to learn how to speak in publicis to speak in public!
Get as much stage time as you can.
The best speakers are the ones who got up on stage every time they could, made
mistakes, learned from their mistakes, and then continued learning.
2. Get Feedback
After your speech or presentation, get feedback from your audience members. Ask
them for points of improvement. They will give you ideas on how to make your
speech/presentation more effective.

3. Record and Review

You cant learn from your mistakes unless you know what your mistakes are.
I highly recommend investing in a video-camera. Buy one of the flip-cameras so that
you can carry it to your presentations and record your speech.
After your presentation, review your performance: first, watch your performance with
the sound turned off and analyze your body language. Are the gestures and stage
movement appropriate and purposeful? Are there any repetitive and distracting
gestures you could cut out?
Next, review your presentation by closing your eyes and paying careful attention to
your voice. Do you have an appropriate tone, pitch, pace?
Finally, watch your presentation with both the sound and the video to see how both
the visual and audio elements fit together.
As you go through this process, write down notes about what areas you can improve
on next time.
4. Learn from the Best
The most common element of the Worlds Best Speakers is that they learned from the
best.
If you want to be the best, youve got to learn from the best.
Get coaching. Read great blogs on public speaking. Read books on the art of public
speaking and apply the principles you learn.

Public speaking skills

are a very important
tool in your career skills
toolbox.

Ten Commandments of a Speaker

There are Ten Commandments which an effective speaker will follow.

1. Thou shall not commence thy speech with apologies.
2. Thou shall not fill thy speech with statistics.
3. Thou shall not be overly sentimental.
4. Thou shall not exaggerate.
5. Thou shall not be sarcastic or unfair.
6. Thou shall not be dull.
7. There is no excuse for a duff speech. (duff- useless, broken and of poor quality)
8. Thou shall not murder the Queens English.
9. Thou shall not wander from the subject.
10. Thou shall not steal the time of the audience and shall not be long-winded.

Self-Marketing Checklist - How

people will remember you?
Be
Be
Be
Be
Be
Be
Be
Be
Be

memorable.
authentic.
appropriate.
mindful of your strategy.
respectful.
consistent.
neat & tidy.
tasteful.
meticulous.

Respect the opinion of others.

Its a matter of perception, up-bringing and education
Ideologies may differ.
Learn to agree to disagree

Is there an ideal public speaking

style?
No. The key to success for every public
speaker is to use your own style, strengths,
gifts, perceptions, and experience to the
fullest, and to enjoy doing it.

Feedback and Act on it

Asking others for honest feedback about the way you
interact with others can be very helpful. Accept the negative
feedback along with the positive and make changes
accordingly.

The impact of Speech:

This famous quote by Adlai Stevenson in November of 1960,
when he was introducing then-candidate John F. Kennedy,
sums this up very well:
In classical times when Cicero had finished speaking,
the
people
said,
How
well
he
spokebut
when Demosthenes had finished speaking, the people
said, Let us march?
This should be the litmus test after every presentation or
speech Will they march?

How to be an effective
Public Speaker?
By:

Abdul Hafiz Gandhi

Email: abdulhafizgandhi@gmail.com
www.facebook.com/abdulhafizgandhi
Mob.: 09953585693
Marris Auditorium, 23 rd March, 2013
pm

5 to 7.30

Organised by: Coaching and Guidance

Cell, VM Hall, AMU, Aligarh & Charcha

Foundation, New Delhi

When you stand before the audience :

The audience sees a speaker before it hears him. It also forms an opinion of him
before he says a word. Timid or aggressive it may say to itself or How poised.
Whether these judgments are valid or not, they are made.

Hence a speaker must consider how he looks to the

audience.
The following elements help the audience form an opinion:
Posture
Movement
Gesture
Eye - contact
Visual factors
Dress

Posture
You should pay close attention to your posture while you are speaking from dais. You
should stand with your feet 12-15" apart. One foot should be slightly in front of the
other. This position will enable you to distribute the weight of your body equally and
help you stand for a long time without feeling the strain. Your body should lean
forward slightly.
Your hands should be loosely resting on one another near your belt buckle. Your fists
should be open. They should look like you are about to clap, with one hand over the
other. Never rock back and forth on your feet. This easy position of the hands makes
for good gestures or use of notes. Under no circumstances should the hands be in
the pocket or on the hips, folded in front of your chest or clasped behind your back.
These positions give an unfavourable impression of the speaker.
The question What shall I do with my hands? is a psychological rather than a physical
one. The answer is Concentrate on what you are saying and the audience will not
notice your hands. If there is a speaker's stand, you may grasp it or rest one arm on
it. But do not lean over it or drape yourself on it as though it were a prop to hold you
up. If there is a desk, place your notes on it if you wish. But then stand clear of it.
Avoid slumping over stand or desk. In general avoid stiffness and exaggeration.
Strive to be natural.

Movement :
During a speech, only your face, hands and upper body do the moving. Your
waist and legs are generally steady. If it is a long speech, you may shift your weight
from one leg to the other.
Body Movements
What kinds of your Body Movements are distracting?
Swaying to and fro in front of the audience
Hanging on to the podium
Finger tapping
Licking your lips or biting your lips
Fidgeting with clothes, pockets or jewellery
Frowning
Fussing with hair

 Bobbing your head

Moving arms at inappropriate times
The movements you make in your speech should be planned or at least controlled by
you. Any movement that is not planned could potentially be distracting. Many of the
above mentioned movements stem from being nervous about being on stage.
Additionally, they could also come just because you dont know you are doing them.
Either way, youll need to minimize and eliminate as many of these movements as
possible.
1. Make a video tape of yourself. Do you even know that you are making these
movements? Probably not. A video will help you identify which distracting movements
youll need to work on eliminating.
2. Review your video tape for places where you make distracting mannerisms.
Make a list of the mannerisms you have and thoughtfully practice your speech without
those mannerisms. Rerecord yourself and keep reviewing your tapes until you are
satisfied that all the mannerisms are gone.
3. Work on feeling comfortable with delivering your speech. You should feel
natural as you speak about your topic. You should feel like you are sharing information
with a long time friend. This will come when youve spent many hours practicing,
reworking and revising your speech. This will also come because you speak from your
heart and let others know the way you feel about your subject.

4. Work on eliminating nervousness when delivering your speech. This will

come as you get more familiar with your material. This will also come as you take
the time to focus on delivering your message instead of focusing on the feelings of
fear and anxiety.
5. You can also review your video tapes for place in your speech that you
need to add body movements into your presentation that will make it more
interesting. Let your movements show the way you feel. These movements should
be natural and can work in your favour as you emphasize specific points in your
presentation.
6. Consider this when deciding which body movements to incorporate into
your presentation. Body Movements should look natural. You can use facial
expressions and make eye contact with your audience for maximum effects.
Every movement should be planned during your presentation. You can easily lose
your audience with distracting movements because your audiences focus and
attention will be turned to these movements instead of what you have to say!
During a speech, only your face, hands and upper body do the moving. Your waist
and legs are generally steady. If it is a long speech, you may shift your weight from
one leg to the other.

Gestures

Gestures are the movements of the hands, body or face. They should be meaningful.
The good gesture illustrates or emphasizes what is said, strengthening and clarifying
it.
A speaker may count off points on his fingers. He may point with full arm
extended to some object or in some direction. He may outline with his hands and
arms contrasting sizes or shapes. He may let his face mimic an emotion or a grimace.
Or he may use his entire body to simulate some action, such as throwing a ball.
Don't think of a gesture as being just a hand gesture. Get the whole arm, the
whole body into it. Let the gesture precede the word by a fraction of a second.
Do not be half-hearted in your gesturing. Carry the gesture through to the end. But
avoid making showy gestures for their own sake. Let the test of the gesture be that it
is decisive, significant and natural.
The amount of gestures you use will depend on your personal preference.
Gestures can be powerful aids to good speaking.
When you rehearse your speeches, practice appropriate accompanying gestures.
After you have tested them, decide whether you will use them or not.

Exercise :
Work out and practice appropriate gestures for :
1. Contrasting a tiny tot with a sumo fighter
2. I demand to be heard
3. When I see the tricolour flying there...
4. You know what a temple gopuram looks like

Eye Contact

Maintaining Eye Contact with the audience is important in effective

public speaking. In conversation, we all tend to look at the person we are
talking to. Yet in public speaking, many beginners make the

mistake of looking at everything but the persons they are

addressing. Looking at the eyes of the audience makes people feel that
you are interested in them. It also gives you more assurance.
Let your eyes sweep around from person to person, section to section,
forward and back, side to side. You need not keep eye-contact constantly.
But do not neglect this excellent method of establishing and maintaining
rapport with your audience. If you intend to read a quotation during the
speech, do not keep your eyes glued to the page. Take in a half - dozen or
more words of the text and then look up at the audience as you say them.

Presentation Content
Purpose : clearly defined, hook audience with
introduction- story, statistic or startling statement

Clarity :
Choice of vocabulary
Use examples
Avoid lengthy sentences
Avoid digressions

Presentation Content
(2)

Development : logical, well organized,

easy to follow
Transitions : smooth delivery
consequently, as a result, furthermore,
conversely, in addition to, in conclusion

Be prepared for the 18-minute

wall
Strong Finish- Cicero: 'The skill to do comes
with the doing.'

Know what to stuff. Know whom

you stuffing and know when they
are stuffed.

Know your audience:

Who are the people you are going to deliver to? What are their
interests, backgrounds, qualifications? What is the occasion?
How many people will be present?
What age groups?
Subject Knowledge?
Time?
How much time do you have? Will the meeting start on time? What else
is on the agenda? Will you be required to stay till the end of the
meeting?
Dress :
How are members generally dressed? Are they formal or casual? This
will help you to be suitably dressed.

Analyze Your Audience- 2

You should know as much as possible about your audience.
Identify

Who are they?

What do they have in common?
Why are they in this session?
How much do they already know about my subject?
How much do they want to know?
What is their level of understanding?
What is their attitudefriendly, receptive, or indifferent?

Visual Aids
Can make presentation more memorable
Use sparingly
Keep simple
Dont show prematurely
Show only when referring to them
Make direct reference to visual aid
Ensure no (spelling) mistakes /proof read
all !
Test all visual aids prior to
presentation/speech

Tell & Show

Vs. Show & Tell

Dos & Donts for a Successful Presentation

Do test your computer and practice the slide show
before the audience arrives.
Do check ahead of time for proper room lighting (low but not fully
darkened) and for any glare from windows.
Do make sure everyone in the audience can see and hear
you clearly.
Do memorize your speech. Dont read slide content, which can
be perceived as an insult to the attendees and can be reflected in your
evaluation.
Do use visuals (charts, graphs, tables, photos) to supplement
or clarify what you are saying.
Do speak to your audience. Dont speak to the screen.
If you want to draw the audiences attention to something, stop speaking
and point to the item, then return to face the audience and continue.

 Do know the order of your slides and which one

will come up next you shouldnt have to look at the screen
to find out.
If you need to refer to a previous slide, do insert a
duplicate slide, and position where needed.
Dont try to reverse the slide show.
Do use your laser pointer for emphasis. Dont use the
laser pointer for each word on a slide.
Do follow the program schedule and finish in the time you
are allotted. Do allow time for Q & A.

Ability to Answer Questions

Questions are a sign of interest a good
thing !
Be receptive/ welcome questions.
Wait until question is completed.
Address questioner and maintain visual
contact.
Maintain confidence and posture.

Effective and Active Listening

Most people listen, not with the intent to understand
but with the intent to reply.*

Face the person

Maintain open facial impression
Control body language
Look into just one eye (keeps from being distracted)
Encourage speaker to continue (tell me more,
this is interesting.)

Paraphrase or summarize. Ask questions.

Wait until they are finished, before speaking.
References:
The Leaders Edge; Art of SelfMarketing, Usheroff Institute

*Stephen Covey, The Seven Habits of

Highly Effective People

Speaking skills
1Be honest. Dishonesty will show up somewhere along the line.
2Be interested in the people you are communicating with. Remember
people are more attracted to those who are interested in them, and will pay
more attention to what they are saying.
3Be relaxed. Bad body language such as hunched shoulders, fidgeting,
toe-tapping or hair-twiddling all give the game away.
4Listen first. Communication is a two-way process; getting your message
across depends on understanding the other person.
5
Smile and use eye contact. Its the most positive signal you can
give. (A relatively simple yet very effective way to improve your nonverbal
communication skills.)

6 Think before you speak or put pen to paper: what message you trying
to convey? What outcome do you want to elicit?
7 Be direct (but not aggressive). A lot of flannelling around can make
people
lose interest and miss the vital point.
8 Dont use jargon and the acronyms, and the technical expressions,
unless
you are sure your listeners understand. Our
communication with external customers can often be impacted by using
too much jargon.
9 Write as you would speak. Dont fall into the trap of using long words
just because its written down.
10 Take your time. Whether in speech or on paper, rushing can make you
seem nervous, unconfident and downright scared.

Ways to Overcome Public Speaking Fears and

Improve Communication Skills
Practice with Friends and Family
Get a group of your friends or family together for a practice run. Prepare them
beforehand and go over the areas that you would like them to evaluate you on. If you
feel that you have trouble making eye contact or insert a lot of fillers like "um" into
your speaking make sure they are aware. Practicing with friends or family is a
beginning step to becoming comfortable communicating in front of strangers.
Get Involved in Public Speaking Groups
There are a number of organizations like Toast Masters that focus on public speaking
or communication skills training. They meet on a weekly or monthly basis and allow
community members to join for a small fee. The meetings usually take place at
community centers, libraries, or churches in the area. You can get advice from the
instructor and work up to practicing your communication skills in front of an audience.
.

Take Public Speaking Classes

Community Colleges are a great resource for public speaking classes. They typically
run a semester and focus on presentation skills and communicating effectively. The
classes will have you give a certain number of speeches, some planned and some
on the spot. The instructor will evaluate your speeches and give you pointers on how
to improve your communication skills.
Volunteer to be a Team Leader
If you work in a team environment, volunteer to lead the next project or run the next
team meeting. Becoming more outspoken and establishing yourself as a contributor
to the team will make you more comfortable with your presentation skills. When
contributing and leading the meetings you are in charge of communicating the
necessary information to others. Even if it is not the traditional "stand up in front of
the room" presentation style, you still have all eyes on you while you speak, making
you more experienced with the public speaking notion.
Research Techniques Online
There are a ton of resources online to help you develop your own communication
style. You can read articles, explore research done on public speaking, and interact
with others that may have the same fears as you. Tips and guidance will lead you to
establish a comfortable approach to presenting

 It is your responsibility as the speaker to

give the audience a good performance.

The
audience
hear you speak.Take
audience.

is
there
to
commandofyour

Think of your audience and your content

Not of yourself and your fears.

Be honest with yourself and your audience.

Your audience will know.

Interact with the audience. As people come

in, chat with them to make a connection. Early
in the presentation, perhaps at the very
beginning, ask the audience a question to get
them involved. Leave time for questions and

Have a good day!

for more information you may contact:
abdulhafizgandhi@gmail.com
www.facebook.com/abdulhafizgandhi
www.twitter.com/hafizgandhi
09953585693
This workshop was organised by:

CHARCHA FOUNDATION
& Beyonheadlines.in

When a child learns to walk, he stretches his arms out and starts
taking one step at a time.

up again.

Often he falls, but gets

Public speaking is similar. There will be times when

we fall or fail to deliver. The secret is to get up one more time and
keep working at it.
1. Strong Start
The first couple of minutes of your talk should be the most
prepared and polished. By being well prepared, you can convey
your messages with confidence. It is important to establish early on
that you are prepared and are worth peoples attention. Begin with
something to get the attention of the audience. This might be a
startling statement, statistic, or your own story. Listeners
pay close attention when a person begins with, "Two weeks ago as
I was driving to work a car pulled out in front of me...." You could
begin with a current event: "You might have read in the paper this
morning about the flood that...." A question is another way to make
people listen. "How many of you feel our society spends too much
on medical care?" might be a way to begin a presentation about
curbing costs. Whatever technique you use, when you grab the
attention of the audience you are on your way to a successful
speech.

2. Keep it short and simple: Use simple words that are easy to understand,
remember and recall.
3. Know your material: If you have to talk about something, be sure you know the
subject. Do your homework. Remember WIFM (whats in it for me) for the
audience. More than 3 points are seldom remembered. Repetition helps.
Prepare and practice, practice, practice. Know your material. Do your
homework.
Notes however you make notes, be familiar with them and your content.
You need to warm-up your body to maintain energetic posture. Warm-up your voice
to keep the audience awake.
Structure your speech: Don't have more than two or three main points, and
preview in the beginning what those points will be. With each point, have two or
three pieces of support, such as examples, definitions, testimony, or statistics.
Visual aids are important when you want your audience to understand a process
or concept or understand a financial goal. Line graphs are best for trends. Bar
graphs are best for comparisons and pie graphs are best for showing distribution
of percentages.

Tie your points together with transitions. These could be signposts

such as "First," "Second," or "Finally." Use an internal summary by simply including
the point you just made and telling what you plan to talk about next. "Now that we
have talked about structure, let's move on to the use of stories," would be an
example. When you have an introduction, two or three main points with support for
each, appropriate transitions, and a conclusion, you will have your speech organized
in a way that the audience can follow you easily.
Tell your own story somewhere in the presentation--especially in a
technical presentation. Include a personal experience that connects to your speech
content, and the audience will connect with you. You want to help the audience link
emotionally with what you are talking about, and the personal experience does that.
With almost any topic you might choose, you have at least one "war story" to relate to
the topic. When you tell the story, simply start at the beginning and move
chronologically through the narrative, including answers to the "W" questions: "Who,"
What, "When," "Why," and "Where."
To add interest and understanding to your speech, include a visual aid. A visual aid
could be an object, a flip chart, a PowerPoint presentation, overhead projector slides,
or a dry erase board. Whatever visual you are using, make sure everyone can see it.

Look at the audience as you speak. If it is a small audience, you can look
at each person in a short period of time. If it is a large audience, look at the
audience in small "clumps" and move from one clump to another. One way to
insure good eye contact is to look at your audience before you start to speak. Go
to the lectern and pause, smile, look at the audience, and then speak. This will
help you maintain good eye contact throughout your presentation as well as
commanding immediate attention.
One of the ways to have consistently good eye contact is not to read your speech.
Use note cards that have key words on them. The word or phrase should trigger
the thought in your mind and then you can speak it. If you are including a quotation
or complex statistics, reading from your note card actually lends credibility. If you
write out your speech you will tend to read it and lose eye contact with the
audience, as well as not being as enthusiastic in delivery as when you speak from
note cards.

Include a "wow" factor in your speech: Something in your speech should

make your audience think, "Wow!" It could be a story, a dramatic point, an unusual
statistic, or an effective visual that helps the audience understand immediately.
With a "wow" factor, you then have something to look forward to in the speech that
you know will have an impact on your audience. You'll become a more enthusiastic
speaker because the "wow" factor will get you as well as your audience pumped for
the speech.
Consider using a touch of humor in your speech. Don't panic at this
suggestion; you are not becoming a comedian but rather lightening up a serious
speech so that people will be more accepting and interested in your ideas. Humor
will help you to be perceived as an amiable person, and it is hard for people to
disagree or be bored if they are smiling at you.
Don't poke fun at your audience: You should be the object of any shortcoming,
showing that you can laugh at yourself. Avoid long stories or jokes. Even seasoned
speakers know that funny stories soon become unfunny if they go on too long.
Probably the least risky use of humor is a cartoon. The cartoon is separate from
you and if people don't laugh, you don't feel responsible.

In the end, leave the audience with something to think about:

People remember best what you say last. You might summarize your main
points, or you might complete the statement, "What I want you to do as a result of
this presentation is...." But beyond that, make your last words a thought to ponder.
For example, I might end a speech on becoming a better speaker with "As Cicero
said centuries ago, 'The skill to do comes with the doing.'
A more modern guide to effective public speaking was penned by some unknown

"Know your stuff. Know whom you are

stuffing. Know when they are stuffed.
sage:

One never becomes a "perfect" speaker; developing public speaking

skills is a life-long experience. But the points discussed here will get you
started in becoming the speaker you want to be and the speaker your audience
wants to hear.
Close with a strong appeal to the audience that ties in your
introductory statement and calls for action on the part of the
audience. Example: Management values your opinions. During the next few
days, I invite you to give thought to how you believe we can be more competitive
and, then, submit your suggestions for consideration.

Don't close with the trite "Thank you."

(You're
thanking them for what? Not throwing a tomato? Not leaving the room?) Simply say
"Have a good day!"

4. Know your audience: Who are the people you are going to deliver to?
What are their interests, backgrounds, qualifications? What is the occasion?
How many people will be present?
What age groups?
Subject Knowledge?
Time?
How much time do you have? Will the meeting start on time? What else is on the
agenda? Will you be required to stay till the end of the meeting?
Dress :
How are members generally dressed? Are they formal or casual? This will help you
to be suitably dressed.

When you stand before the audience :

The audience sees a speaker before it hears him. It also forms an opinion of him
before he says a word. Timid or aggressive it may say to itself or How poised.
Whether these judgments are valid or not, they are made.
Hence a speaker must consider how he looks to the audience.
The following elements help the audience form an opinion:
Posture
Movement
Gesture
Eye - contact
Visual factors
Dress

Posture
You should pay close attention to your posture while you are speaking from dais. You
should stand with your feet 12-15" apart. One foot should be slightly in front of the
other. This position will enable you to distribute the weight of your body equally and
help you stand for a long time without feeling the strain. Your body should lean
forward slightly.
Your hands should be loosely resting on one another near your belt buckle. Your fists
should be open. They should look like you are about to clap, with one hand over the
other. Never rock back and forth on your feet. This easy position of the hands makes
for good gestures or use of notes. Under no circumstances should the hands be in
the pocket or on the hips, folded in front of your chest or clasped behind your back.
These positions give an unfavourable impression of the speaker.
The question What shall I do with my hands? is a psychological rather than a physical
one. The answer is Concentrate on what you are saying and the audience will not
notice your hands. If there is a speaker's stand, you may grasp it or rest one arm on
it. But do not lean over it or drape yourself on it as though it were a prop to hold you
up. If there is a desk, place your notes on it if you wish. But then stand clear of it.
Avoid slumping over stand or desk. In general avoid stiffness and exaggeration.
Strive to be natural.

Movement :
During a speech, only your face, hands and upper body do the moving. Your waist
and legs are generally steady. If it is a long speech, you may shift your weight from
one leg to the other.
Body Movements
What kinds of your Body Movements are distracting?
Swaying to and fro in front of the audience
Hanging on to the podium
Finger tapping
Licking your lips or biting your lips
Fidgeting with clothes, pockets or jewellery
Frowning
Fussing with hair

 Bobbing your head

Flailing arms at inappropriate times
The movements you make in your speech should be planned or at least controlled by
you. Any movement that is not planned could potentially be distracting. Many of the
above mentioned movements stem from being nervous about being on stage.
Additionally, they could also come just because you dont know you are doing them.
Either way, youll need to minimize and eliminate as many of these movements as
possible.
1. Make a video tape of yourself. Do you even know that you are making these
movements? Probably not. A video will help you identify which distracting movements
youll need to work on eliminating.
2. Review your video tape for places where you make distracting mannerisms.
Make a list of the mannerisms you have and thoughtfully practice your speech without
those mannerisms. Rerecord yourself and keep reviewing your tapes until you are
satisfied that all the mannerisms are gone.
3. Work on feeling comfortable with delivering your speech. You should feel
natural as you speak about your topic. You should feel like you are sharing information
with a long time friend. This will come when youve spent many hours practicing,
reworking and revising your speech. This will also come because you speak from your
heart and let others know the way you feel about your subject.

4. Work on eliminating nervousness when delivering your speech. This will

come as you get more familiar with your material. This will also come as you take
the time to focus on delivering your message instead of focusing on the feelings of
fear and anxiety.
5. You can also review your video tapes for place in your speech that you
need to add body movements into your presentation that will make it more
interesting. Let your movements show the way you feel. These movements should
be natural and can work in your favour as you emphasize specific points in your
presentation.
6. Consider this when deciding which body movements to incorporate into
your presentation. Body Movements should look natural. You can use facial
expressions and make eye contact with your audience for maximum effects.
Every movement should be planned during your presentation. You can easily lose
your audience with distracting movements because your audiences focus and
attention will be turned to these movements instead of what you have to say!
During a speech, only your face, hands and upper body do the moving. Your waist
and legs are generally steady. If it is a long speech, you may shift your weight from
one leg to the other.

Gestures

Gestures are the movements of the hands, body or face. They should be meaningful.
The good gesture illustrates or emphasizes what is said, strengthening and clarifying
it.
A speaker may count off points on his fingers. He may point with full arm
extended to some object or in some direction. He may outline with his hands and
arms contrasting sizes or shapes. He may let his face mimic an emotion or a grimace.
Or he may use his entire body to simulate some action, such as throwing a ball.
Don't think of a gesture as being just a hand gesture. Get the whole arm, the
whole body into it. Let the gesture precede the word by a fraction of a second.
Do not be half-hearted in your gesturing. Carry the gesture through to the end. But
avoid making showy gestures for their own sake. Let the test of the gesture be that it
is decisive, significant and natural.
The amount of gestures you use will depend on your personal preference.
Gestures can be powerful aids to good speaking.
When you rehearse your speeches, practice appropriate accompanying gestures.
After you have tested them, decide whether you will use them or not.

Exercise :
Work out and practice appropriate gestures for :
1. Contrasting a tiny tot with a sumo fighter
2. I demand to be heard
3. When I see the tricolour flying there...
4. You know what a temple gopuram looks like

Eye Contact

Maintaining Eye Contact with the audience is important in effective

public speaking. In conversation, we all tend to look at the person we are
talking to. Yet in public speaking, many beginners make the

mistake of looking at everything but the persons they are

addressing. Looking at the eyes of the audience makes people feel that
you are interested in them. It also gives you more assurance.
Let your eyes sweep around from person to person, section to section,
forward and back, side to side. You need not keep eye-contact constantly.
But do not neglect this excellent method of establishing and maintaining
rapport with your audience. If you intend to read a quotation during the
speech, do not keep your eyes glued to the page. Take in a half - dozen or
more words of the text and then look up at the audience as you say them.

Notes :
There is little use bringing disorganized scribbling to the platform with you. Your
notes should consist of key-words, phrases or brief sentences. These should be
written clearly on small, numbered cards which can be kept in order and held
unobtrusively in the hand. Quotations should be copied out in their entirety,
preferably type-written and double-spaced. If you plan to read from a book, use a
large and obvious marker for your place. Neither you nor your audience will enjoy
your search for an elusive page.

Visual Factors in Public Speeches

Visual Factors play a big part in public speeches and business presentations.
Through visual aids, the presenter will enjoy easy access of information
needed during the speech. This will give the presenter more time to concentrate on
how the data is presented and interact with the audience.
Tools in public speeches can cause success as much as they can cause failure.
While your visual aids could help you give information packed speech, you might end
up giving a boring speech. What you might do is merely concentrate on what was
written instead of interacting with the audience to provoke interaction. Visual aids
should be properly used so that it can become a tool for a better presentation instead
of additional burden during presentation.

General Visual Aid Tips :

While there are many things you could do with visuals aids in public speeches, there
are few things that you should avoid doing with your visual aids.
Do not choose a single person to read the presentation : You can read some
information on your presentation but do not choose one person to read the
presentation. Your audience knows how to read and the person reading might not
provide the same enthusiasm as you have.
Avoid too many flying texts : For computer aided presentation, avoid confusing
your audience with too many effects on your text. Flying texts are hard to read and
effects do not provide any significant message in your presentation.
Do not allow the aid to take over : This can happen especially when you have too
many data in your presentation. Instead of controlling the data through visual aids,
your movements will be limited.
Avoid looking at the visual aid : Constantly facing your visual aid instead of your
audience means that you are not familiar with the visual aid.

Computer Generated Presentation:

Technology has greatly aided public speeches. Through technology, the user can now
speak to millions worldwide in real time.
But just like any tools in public speech, computer aided presentation will only work if
you are able to use the technology to your advantage.
For a better presentation, consider the following tips:
Use bullet points : They are easier to understand compared to full sentences.
Readable text : Bold, large letters is a must especially when you are talking to a
large crowd.
Use readable colors : If you really want to use additional colors in some text, use
dark colors so they could be read even from a distance.
Be conservative on graphs : If you want to use graphs and charts in your
presentation, limit the variables for improved visibility.
The right number of slides : Avoid using too much slides because it can easily
bore the audience. Just have the right number of slides so that it could be educational
and even entertaining.

Controlling the Presentation:

Always remember that visual aids are just tools. While you may impress the audience
with your familiarity with the latest in technology, your presentation will be stale if you
do not know how to use it. Practice your presentation, know each slide that you
present and let the audience see the presentation clearly for an impressive public
speech.

Dress
The most important thing about your dress is that they should be appropriate to the
occasion. What you have to wear depends on the time, place and character of the
function apart from your own preference. The next most important thing is that your
grooming be neat. Untidy or rumpled clothes are as grave a fault as show in dress.
Generally speaking, for men, you cannot go wrong with a light coloured shirt and dark
coloured pants. Do colours coordinate them? Wear the same coloured belt and shoes
with colour of the pant.
For e.g. A white or pale blue shirt goes well with a black, dark grey or dark blue pant.
Your belt should be black and so should your shoes.

Your socks should match your shoes. (They match your pants only in informal or
casual wear) your socks must be changed at least once every day.
Please do not remove your shoes when you are on the dais. Your socked feet could
probably be seen by the audience. Worse, the feet smell could put off other people
on the dais.
An underamrm deodorant is an absolute must especially in summer.
Do not wear garishly coloured shirts.
Check with your host in advance whether a tie and /or Coat will help or hinder.

Follow his advice. If you are wearing a Coat, the front coat buttons must be undone
when you are seated and you must fasten your coat buttons when you get up. In a
three button coat, it is enough to fasten the middle button in this kind of an exercise.
Do check in a mirror. If your belly protrudes below the button, do fasten all buttons!
Remember to shave and shower before you go the meeting.
Avoid garlic and /or raw onions in the meal before the meeting.
Use a toilet just before your go on to the dais.
Use the opportunity to check on your hair, whether your shirt is tucked in properly.
Use a damp cloth to wipe your face of the shininess of grime or sweat.

For women :
A cotton saree or salwar kameez suits are ideal.
Underarm pads in a choli will prevent the sweat stains from showing.
A light perfume or deodorant will lend grace.
Light makeup and a neutral shade of lipstick enhance the appeal.

Using Microphone
By using microphone effectively, you will establish yourself over the audience in a firm
manner. Many people are afraid of this little gizmo. It can be your best friend or your
worst enemy. It can lend stature to your voice or highlight all its limitations.

Few tips to use a mike :

Consider the mike as your friend. After all if it were not for the mike, the audience
could not have heard you.
Always keep the mike at a level slightly below your lips and its mid point in level
with your chin. Make adjustments before you start talking.
Maintain a distance of approximately 12". This distance varies, depending upon the
mike's pick up ability. Your best would be to establish every time a suitable distance
and then keep it steady.
Never let your face be covered completely by the mike. This will hide the
animation, smile and enthusiasm which your face is radiating. Only the mike will be
seen in the photograph!
Don't shout. Talk naturally and distinctly.
Once a mike is adjusted, do not hold it or the rod that supports it.
Remember your voice should reach to the largest portion of your audience. Use
your voice effectively and don't worry if you think it sounds queer (strange). 99.9% - it
does not.

Your Voice
It is no secret that sound ( Your Voice ) is produced when the air you breathe vibrates
in the vocal chords. It is modified and improved through the movement of your tongue
and lips. Ergo, the more control you have over your breath, the better will be the
quality of your voice.
The following exercises will help you take charge of your breath.
1. Take a deep breath. Block your nostrils. Start counting aloud until there is no breath
left and you are forced to take in air from your mouth. Stop. Do this over three weeks.
From an initial count of 50-55 you could go up to 120-150.
2. Place a candle on a table about five feet away from you. Blow slowly on the flame
from this distance so that it wavers but does not get extinguished. Do this for three
minutes daily for three weeks.
3. Count from one to ten, with your ONE being an almost inaudible whisper and your
TEN being a shout at the top of your voice. Count backwards again with TEN being a
shout down to ONE being whisper. Do this three times a day as often as you can.

4. Repeat the words EEEEE, MM and 0000 ten times each every day. They help
you exercise your lips in three directions
5. Open your mouth wide. Move your tongue in and out to its limit.
6. Move your tongue around your lips in a circle.

The Pause:
Public Speaking is like writing an essay. In an essay there are commas, full stops,
paragraphs, exclamations and questions. In Public Speaking these are achieved by
pauses. While a pause conveys a measured tone of voice, it also gives you an
opportunity to breathe and even more important, to marshal your thoughts for the
next point.

Some tips :
1. As soon as you reach the podium, don't start talking immediately. Pause. Look
around the audience, like a batsman looking around at the field before he faces the
bowler. This will take care of some of your nervousness, help you measure up the
mood of your audience.
2. When you pause, do so clearly. There must be complete silence. Do not use
URE and ER.. as pauses.
3. Pause at every place where punctuation is necessary in a written sentence.
4. Vary the length of your pauses to indicate the transition of your thoughts, the
movement from point to point and so on.
5. Use silence as effectively as you would use your speech.

Humour in Public Speaking

Humour in Public Speaking is used to lighten a moment, to serve as an opening, as
bridge between two points. There is a fine line that divides an entertaining speaker
and a comedian.
The following guidelines will help.
There should not be any non-vegetarian jokes from the podium, no, not even
eggetarian even if there are no women. Do not risk hurting the sensibilities of your
audience.
Look for CLEAN jokes.
The joke should NEVER be at the expense of any member of the audience or any
person on the dais. Rather it should be complimentary, if is possible.
Do not go for subtle jokes. They do not work in a crowd.
On the banana peel theory, the audience will simply love it if you make yourself the
victim of the joke.

Your joke should not be complex, long.

You should not be using more than six-eight sentences to crack your joke.
Your joke should be relevant to the subject or the point you have just made or are
about to make.
While it is a good idea to start with a joke, it is not strictly necessary. Likewise the
ending.
When you start cracking your joke, you will observe at least one member
whispering your punch line to his neighbour. This is a particularly obnoxious Indian
behaviour trait. Ignore it. There will be quite a few who have not heard your joke.
Even if they have, there is no harm in repeating it. Remember, "It is not the joke
itself, it is HOW you relate it that makes it a hit"

Active Listening
In order to learn how to improve your communication skills, you must become a
great listener. You must fight the urge to respond immediately and really listen to what
the other person is trying to communicate.
Offering suggestions or criticism before you are certain of the other person's intent
can only lead to frustration for both parties.
Improving your communication skills is a process and cannot be accomplished
overnight . Trying to improve or change too many things at once will be counterproductive.
You will become discouraged and overwhelmed if you attempt to change your entire
personality all at once. Choose one or two traits at a time and work on those over a
period of time. Learn to take advantage of your personal strengths and make a
positive impact on others.

Maximize your positive personality traits and use them in your interactions with
others. Good communication and great listening skills are the most important tools
you can use in improving your communication skills.
You can learn how to improve your communication skills by developing excellent
listening skills, learning to resolve problems and conflicts, understanding body
language, and accepting responsibility for your own negative behavior.
Determination and self-awareness will make your desire to improve your
communication skills a reality.

Analyze Your Audience

You should know as much as possible about your
audience. Identify

Who are they?

What do they have in common?
Why are they in this session?
How much do they already know about my subject?
How much do they want to know?
What is their level of understanding?
What is their attitudefriendly, receptive, or indifferent?

Prepare a Cue Card Outline

Use 3x5 file cards. On each card, list a major point you want to make in
order to accomplish your prime objective.
Arrange the cards into a logical sequence or flow.
Between each major point, add additional cards with supporting
information, data, etc.
If possible, put the completed outline aside for a day, reread, and make
changes as indicated.
Power Point also has an excellent Notes feature for presenters. See: Creating
notes for slides in PPT Help drop down menu.
Knowing What to Say is NOT the Same as Saying it
Effectively
Pay particular attention to the content of your slides.

Delivering an effective presentation to 20 or to 200 people is

difficult. Because listeners have better access to information
since the internet became commonplace, audiences expect
more content from speakers today.
Audiences want a presentation delivered with animation,
humor, and pizzazz.
Take the spotlight. Place yourself in good lighting. If the
lectern is not properly lighted, move it or move away from it
into the light. Audiences feel more connected with a speaker
when they can see his or her eyes, face and facial
expressions. When you're in the light, you look the part of the
most important person in the room.

4.

Vocal variation adds variety: It is meaningless

telling people in a monotone that you are delighted to
be with them. Vary the pitch, volume, cadence, rate
and rhythm and you will have people engaged with
every word.
Voice:
a.

Speak with confidence. Project a bold,

powerful and confident voice.
b.
Control your volume for the situation
audience, room size and ambient noise.
c. If using a microphone arrive early, check
out the equipment and your sound.
d. Pitch is the pitch of your voice too high or
too low? Squeaky or guttural?

f. Variety vary your voice. Dont be

monotone. Speak with interest and
passion.
g.
enthusiasm.

Vitality

life,

sparkle

h.
Rate too fast or too slow? Take
a deep breath and relax. Control
nervousness.
i.
Articulation pronounce every
letter of every word clearly. Dont
mumble. The audience has to hear

periods,

question

marks

and

5. Eye contact and facial expressions:

Frowning, shrugging or smirking never helps.
Feel what you say and let the expressions say
it all. And remember to maintain eye-contact
with a large audience to make everyone feel
included.
6. Body language and movement: Have you
ever come across speakers who have a brilliant
presence on stage? Such people seemingly
own the stage. Know the size of your stage and
position yourself at different places, shift
during transitions in your speech to bring
about that effect of effortless gliding.

Body language
Project yourself in a confident manner.
Control nervousness.
Take a deep breath and relax. You can do it!
How you appear is important.
Facial expression reflect your emotions in
your speech.

7.

Its only words: Or is it? Facts tell, stories sell:

Telling someone repeatedly not to be greedy may or may not work.

Quoting the example of the goose that laid the golden egg worked
wonders in my case.

8.

How did you make them feel? People may forget what

you said, but they will never forget how you made them feel. Are your
talks centered on yourself or on them?

9.

Personalize: Trainers all over the world swear by the fact

that the audience responds better if they can relate to you. Start with
a personal story they can relate to. Once they are hooked, you
can have them eating out of your hand.

10.

Practice, practice, practice: When we rest,

we rust.

Get out there and start practising. Speaking is like

driving. Reading alone will not help until you start putting it into

Things to be kept in mind

Dress appropriately for your audience. Take pride in your appearance.
Eye Contact connect with your audience. Eye contact is only the first
step. Aim to have the audience conclude This speaker is just like
me! The sooner, the better.
Gestures help to illustrate what you say. Gestures should complement
your words in harmony. Tell them how big the fish was, and show them with
your arms.
Movement move with purpose or stay at the lectern with poise.
The lectern is a tool not a crutch. Dont freeze up. Dont hide
behind it. Utilize 3-dimensional space Chaining yourself to the lectern limits
the energy and passion you can exhibit. Lose the notes, and lose the chain.
Emotion Let your audience hear happy, sad, excitement, anger.

 Handle unexpected issues smoothly May be the lights will

go out. Maybe the projector is dead. Have a plan to handle every
situation.
Be coherent when speaking off the cuff Impromptu
speaking (before, after, or during a presentation) leaves a lasting
impression too. Doing it well tells the audience that you are personable,
and that you are an expert who knows their stuff beyond the slides and
prepared speech.
Seek and utilize feedback Understand that no presentation or
presenter (yes, even you!) is perfect. Aim for continuous
improvement, and understand that the best way to improve is to solicit
candid feedback from as many people as you can.
Listen critically and analyze other speakers Study the
strengths and weakness of other speakers.
Act and speak ethically Since public speaking fears are so
common, realize the tremendous power of influence that
you hold. Use this power responsibly.

Ums and Ahs

these are crutch words control them. Also: OK, like,

you know, you know what I mean and certainly no vulgarities.
Poise and pride. Let it show in your performance.
Be as natural as you can be in front of the audience. Goal to be
yourself.
Time yourself repeatedly. Be within your allocated time.
Ask for helpful evaluation and accept help.
Anyone can learn these skills. You can learn to enjoy public
speaking. Have fun.
Knowledge and Experience build Confidence.

Practice, coaching and evaluation

are necessary to build these

skills (just like academic, sport and business skills.)

 Timing
Few people are such amazing speakers that an audience cant get enough of them.
So do not assume you are one of those few. Finish your speaking within the allotted
time. If you spend too much time on the first half, you should be flexible enough to
skip parts of the prepared content.

Pause
Allow yourself and your audience a little time to reflect and think. Talking too quickly
is one of the common mistakes that happen when the presenter is nervous. Just
talk in normal pace so that your audience could follow up. Pause for a while for
them to think and they may have questions for you.

Summary

Imagine someone asked one of your audiences what your presentation is about,
what would you like that person to say? He needs to briefly summarize your
presentation. And it is your job to work out this summery and to build your
presentation around it.

 Handout
Have handouts ready and give them out at the appropriate time. Tell audience ahead
of time that you will be giving out an outline of your presentation so that they will not
waste time taking unnecessary notes during your presentation.
Dont apologize
Dont apologize for any nervousness or problem, just act as normal, for the audience
probably never noticed it.
The End
Make sure your presentation goes to a natural ending. It is best if your audience
could remember your presentation like a story with an intriguing beginning, a meaty
middle and an actionable end.
The audience should know that the speaker is about to conclude his/her speech.
This can be done through the words like In conclusion I would like to say or Lastly I
would like to say or the bottom line is etc... You can end the speech with a joke,
quotation, proverb or a poem suitable to the topic. A presentation can be made
effective with the tips given above.
At the end of the seminar or presentation if the audience shoots any questions then
be patient in answering the questions and don't give rude answers nor ridicule them
with your sharp answers. If the do's and don'ts are followed then there is no turning
back from a successful public speech.

Know the technology

Practice with a projector to make sure you dont have connection
problems. Have a copy of your slides on a USB drive in case your laptop
goes south. Have a handout in case nothing works! Make
sure you know how to navigate in PowerPoint. For example, you can use
the PageDown or left arrow key to go back a slide (or animation step).
Complement words with visual aids Visual aids should aid
the message; they should not be the message.

Work on your speaking skills

Practicing out loud will go a long way to eliminating those ums and
uhs. Put up some toy animals and practice in front of them, looking
directly into their eyes for a sentence or two. Watching a videotape of
yourself will also help. Dont speak too quickly and pause occasionally for
effect.

These are null syllables and are both habits and ways to fill conversational
space (empty space can feel awkward, particularly to extraverts), so hit them with a
two-pronged approach: To break the habit, have your friends tap you on the arm
whenever you say the phrase youre trying to stop saying. And overcome the feeling
of awkwardness when you dont know what youre going to say by planning your
remarks, in business situations, and making yourself wait for your thought to coalesce
with friends.

How to prepare a Speech ?

1.Research a topic Good speakers stick to what they know.
Great speakers research what they need to convey their message.

2. Focus Help your audience grasp your message by focusing on your

message. Stories, humour, or other sidebars should connect to the core
idea. Anything that doesnt needs to be edited out.
3. Organize ideas logically A well-organized presentation can be
absorbed with minimal mental strain. Bridging is key.
4.Employ quotations, facts, and statistics Dont include
these for the sake of including them, but do use them appropriately to
complement your ideas.
5. Master metaphors Metaphors enhance the understandability of
the message in a way that direct language often can not.

Continued..
6.Tell a story

Everyone loves a story. Points wrapped up

in a story are more memorable, too!
7.Start strong and close stronger

The body of your

presentation should be strong too, but your audience will
remember your first and last words (if, indeed, they
remember anything at all).
8. Incorporate humour Knowing when to use humour is
essential. So is developing the comedic timing to deliver it
with greatest effect.

How to prepare for a speech

There is no such thing as an impromptu speech. Every
speech has to be prepared. The amount of preparation
depends on the newness of your subject. For example, if
someone were to ask you to speak about your college days,
you would need less than a minute to prepare. I am sure the
current political scenario will need more thinking and hence
more time to prepare.
Most often, when you are invited to speak, your hosts will
say speak on anything. Whatever your favourite is (In the
beginning, try to get your host to give you a subject. If not, find
out what is the occasion, what is the background, who are the
organizers, what is the objective of their organization? ) These
should give you enough for a generalized speech.

When you have a subject

1.Try and do as much research as you can on the subject. The libraries,
the Internet, experts on the subject, newspapers, magazines, even your
family are good sources. Try to make notes, even if they are disjointed, after
every such interaction.
2. Remember, the audience is not expecting a treatise on the subject.
And try as you might, there's going to be at least one person in the
audience who knows more than you know!
3. Use the material you have gathered. Write out on an essay, as if you
have been asked to write an article for a magazine. Remember
every speech or every essay has a Beginning, Body and Conclusion.
So,
when you write your essay try to sequence it using all the
various tit
bits of information you have gathered.
4. Read the entire essay once. Use the marker and highlight the main
points.
5. Put down the main points on 5"x 3" cards. Number the cards
sequence.

6. Now, relax. You do not have to do anything else.

7. On the day of the speech, just carry the cards with you.
8. As you stand up to speak and glance at the card, all the
matter you have written in your essay about a particular point
will come back automatically to you.
9. Do not attempt to learn a speech by heart. Your memory will
play tricks on you and you will end up embarrassing yourself.
10. Even if you know a subject very well, the points written on
the card will help you to sequence yourself and deliver the best.
11. Even if you know the subject very well, prepare for a
speech.
A well prepared speech is already Nine - tenths Delivered.

Though there are many formulae for this, let us discuss 2 popular formulae.

The Sir Winston Method

Borden Formula

1. The Sir Winston Method : The five secrets of speaking the language of
leadership.
Begin strongly. Impress your audience with an opening zinger.
Focus on one theme. A speech is like a song using a full orchestra. There are
many different instruments but it has one dominant melody.
Use simple language. Toss out the beat - around -the bush jargon and pick up
your pace with personal, colourful language.
Draw a picture in the listener's mind. Transform dry abstractions into powerful
pictures.
End with an emotion. Express feeling from the heart when you cap your speech.
Remember the following quote : Every time you speak, you are
auditioning for leadership. (James C. Humes)

Let us see the second one here.

Borden Formula:
The use of this simple formula is the difference between good speeches and very
ordinary ones. It can be applied to most types of speeches particularly those of an
informative nature. As the informative speech is the most common type of speech
delivered today, you will readily agree that the Borden formula is important to know
and follow.
Ho Hum! : In this phase of the formula, you must arouse the audience interest in
what you have to say - you must awaken them! In your opening remarks ask a
question, tell a story, startle your audience, Use an exhibit. Don't think for one
minute that the audience is sitting on the edge of their chairs waiting eagerly for you
to speak. They are asleep! Ho Hum, they say -" I wonder what this fellow is going to
talk about." So in your first sentence you must arouse them from their Ho Hum!
Attitude.
Why bring that up : In this you must build a bridge - your listener lives on an island,
an island of his own interests - you must build a bridge from yourself to that island.

The listener says to himself.

You caught my attention with your intriguing opening.

But why - bring this subject up?
What has it got to do with me?
Thus you must build a bridge to your listeners. Until this bridge is
built, you are not ready to begin the body of your speech.
For instance : In this third phase of the formula, get down to cases. Ever since
childhood, grandmothers have found that the best way of driving home a point is by
way of stories. Let us assume that you have introduced your speech subject
interestingly, arresting all Ho Hums with your first sentence - that you convinced
your listeners that the subject hits their interest. Now, get down to cases. Make your
points with the help of real life or even local examples.

So What?

In this concluding section of your speech, demand action from the

audience. The end of the speech like the lead of a pencil should have a point. The
conclusion must be more than a forceful leave taking. It must answer the audience's
question, SO WHAT? Therefore, in your conclusion, ask the audience for some
specific action for e.g.
1.Contribute 2. Vote 3. Write
4. Buy 5. Boycott 6. Enlist
7. Investigate 8. Acquit
9. Convict

End your speech with a request for action.

What do Talk Targets do to make others feel comfortable and encourage

conversation? Here is a partial list:

Take the first step and initiate. Say hello.

Listen to introductions. Good listening requires practice and sometimes

silence.

Maintain eye contact and smile.

Use humor appropriately to lighten conversation.

Consider what is said and address it. Let the situation set the agenda.

Be well-read and familiar with current events.

Have a broad range of topics of interest.

Encourage others to contribute.

Volley the conversation by answering questions with a comment and a

"return question."

Learn about the perspectives and background of other parties.

Converse with an aura of authority and expertise.

Ask the opinions of others.

Tell interesting stories.

Be open to change and exchange.

Be enthusiastic.

Use others' names in conversation.

Refrain from monopolizing conversation.

Use varied tones, inflections, and pacing.

Pay attention to what has been said, and respond accordingly.

Put people at ease with friendliness.

Open up the circle of conversation by physically stepping back and allowing

people to join.

What is effective communication?

In the information age, we have to send, receive, and process huge numbers of
messages every day. But effective communication is about more than just exchanging
information. Effective communication requires you to also understand the emotion
behind the information. It can improve relationships at home, work, and in social
situations by deepening your connections to others and improving teamwork,
decision-making, caring, and problem solving. It enables you to communicate even
negative or difficult messages without creating conflict or destroying trust. Effective
communication combines a set of skills including nonverbal communication, attentive
listening, the ability to manage stress in the moment, and the capacity to recognize
and understand your own emotions and those of the person youre communicating
with.
While effective communication is a learned skill, it is more effective when its
spontaneous rather than formulaic. A speech that is read, for example, rarely has the
same impact as a speech thats delivered (or appears to be delivered) spontaneously.
Of course, it takes time and effort to develop these skills and become an effective
communicator. The more effort and practice you put in, the more instinctive and
spontaneous your communication skills will become.

Active Listening
Listening is one of the most important aspects of effective communication. Successful
listening means not just understanding the words or the information being
communicated, but also understanding how the speaker feels about what theyre
communicating.
Effective listening can:

Make the speaker feel heard and understood, which can help build a
stronger, deeper connection between you.

Create an environment where everyone feels safe to express ideas,

opinions, and feelings, or plan and problem solve in creative ways.

Save time by helping clarify information, and avoid conflicts and

misunderstandings.

Diffuse negative emotions. When emotions are running high, if the speaker
feels that he or she has been truly heard, it can help to calm them down, diffuse
negative feelings, and allow for real understanding or problem solving to begin.

Tips for effective listening

If your goal is to fully understand and connect with the other person, listening
effectively will often come naturally. If it doesnt, you can remember the following tips.
The more you practice them, the more satisfying and rewarding your interactions with
others will become.
Focus fully on the speaker, his or her body language, and other nonverbal cues. If
youre daydreaming, checking text messages, or doodling, youre almost certain to
miss nonverbal cues in the conversation. If you find it hard to concentrate on some
speakers, try repeating their words over in your headitll reinforce their message
and help you stay focused.
Avoid interrupting or trying to redirect the conversation to your concerns, by saying
something like, If you think thats bad, let me tell you what happened to me.
Listening is not the same as waiting for your turn to talk. You cant concentrate on
what someones saying if youre forming what youre going to say next. Often, the
speaker can read your facial expressions and know that your minds elsewhere.

 Avoid seeming judgmental. In order to communicate effectively with someone,

you dont have to like them or agree with their ideas, values, or opinions. However,
you do need to set aside your judgment and withhold blame and criticism in order to
fully understand a person. The most difficult communication, when successfully
executed, can lead to the most unlikely and profound connection with someone.
Show your interest in whats being said. Nod occasionally, smile at the person,
and make sure your posture is open and inviting. Encourage the speaker to
continue with small verbal comments like yes or uh huh.

Listening makes our loved ones feel worthy, appreciated, interesting, and respected.
Ordinary conversations emerge on a deeper level, as do our relationships. When we
listen, we foster the skill in others by acting as a model for positive and effective
communication.
In our love relationships, greater communication brings greater intimacy.
Parents listening to their kids helps build their self-esteem. In the business world,
listening saves time and money by preventing misunderstandings. And we always
learn more when we listen than when we talk.
Listening skills fuel our social, emotional and professional success, and studies prove
that listening is a skill we can learn.
The Technique. Active listening is really an extension of the Golden Rule. To know
how to listen to someone else, think about how you would want to be listened to.
While the ideas are largely intuitive, it might take some practice to develop (or redevelop) the skills. Heres what good listeners know and you should, too:
1. Face the speaker. Sit up straight or lean forward slightly to show your
attentiveness through body language.

2. Maintain eye contact, to the degree that you all remain comfortable.
3. Minimize external distractions. Turn off the TV. Put down your book or magazine,
and ask the speaker and other listeners to do the same.
4. Respond appropriately to show that you understand. Murmur (uh-huh and umhmm) and nod. Raise your eyebrows. Say words such as Really, Interesting, as
well as more direct prompts: What did you do then? and What did she say?
5. Focus solely on what the speaker is saying. Try not to think about what you are
going to say next. The conversation will follow a logical flow after the speaker makes
her point.
6. Minimize internal distractions. If your own thoughts keep horning in, simply let them
go and continuously re-focus your attention on the speaker, much as you would
during meditation.
7. Keep an open mind. Wait until the speaker is finished before deciding that you
disagree. Try not to make assumptions about what the speaker is thinking.
Have you tried and tried but your best is still not good enough? Dont know what to do
next? Talk to a mentor.

8. Avoid letting the speaker know how you handled a similar situation. Unless they
specifically ask for advice, assume they just need to talk it out.
9. Even if the speaker is launching a complaint against you, wait until they finish to
defend yourself. The speaker will feel as though their point had been made. They
wont feel the need to repeat it, and youll know the whole argument before you
respond. Research shows that, on average, we can hear four times faster than we
can talk, so we have the ability to sort ideas as they come inand be ready for
more.
10. Engage yourself. Ask questions for clarification, but, once again, wait until the
speaker has finished. That way, you wont interrupt their train of thought. After you
ask questions, paraphrase their point to make sure you didnt misunderstand. Start
with: So youre saying
As you work on developing your listening skills, you may feel a bit panicky when
there is a natural pause in the conversation. What should you say next? Learn to
settle into the silence and use it to better understand all points of view.
Ironically, as your listening skills improve, so will your aptitude for conversation. A
friend of my partner once complimented me on my conversational skills. I hadnt
said more than four words, but I had listened to him for 25 minutes.

Active Listening
Hear what people are really saying
Listening is one of the most important skills you can have. How well you listen
has a major impact on your job effectiveness, and on the quality of your
relationships with others.

We listen to obtain information.

We listen to understand.

We listen for enjoyment.

We listen to learn.
Given all this listening we do, you would think we'd be good at it!
In fact most of us are not, and research suggests that we remember between
25 percent and 50 percent of what we hear. That means that when you talk to
your boss, colleagues, customers or spouse for 10 minutes, they pay attention
to less than half of the conversation. This is dismal!
Turn it around and it reveals that when you are receiving directions or being
presented with information, you aren't hearing the whole message either. You
hope the important parts are captured in your 25-50 percent, but what if they're
not?
Clearly, listening is a skill that we can all benefit from improving. By becoming
a better listener, you will improve your productivity, as well as your ability to
influence, persuade and negotiate. What's more, you'll avoid conflict and
misunderstandings. All of these are necessary for workplace success!

Tip:
Good communication skills require a high level of self-awareness. By
understanding your personal style of communicating, you will go a long way
towards creating good and lasting impressions with others.
About Active Listening
The way to become a better listener is to practice "active listening." This is where
you make a conscious effort to hear not only the words that another person is
saying but, more importantly, try to understand the complete message being sent.
In order to do this you must pay attention to the other person very carefully.
You cannot allow yourself to become distracted by whatever else may be going on
around you, or by forming counter arguments that you'll make when the other
person stops speaking. Nor can you allow yourself to get bored, and lose focus on
what the other person is saying. All of these contribute to a lack of listening and
understanding.

Tip:
If you're finding it particularly difficult to concentrate on what someone is saying, try
repeating their words mentally as they say them this will reinforce their message
and help you stay focused.
To enhance your listening skills, you need to let the other person know that you are
listening to what he or she is saying. To understand the importance of this, ask
yourself if you've ever been engaged in a conversation when you wondered if the
other person was listening to what you were saying. You wonder if your message is
getting across, or if it's even worthwhile continuing to speak. It feels like talking to a
brick wall and it's something you want to avoid.
Acknowledgement can be something as simple as a nod of the head or a simple "uh
huh." You aren't necessarily agreeing with the person, you are simply indicating that
you are listening. Using body language and other signs to acknowledge you are
listening also reminds you to pay attention and not let your mind wander.
You should also try to respond to the speaker in a way that will both encourage him
or her to continue speaking, so that you can get the information if you need. While
nodding and "uh huhing" says you're interested, an occasional question or comment
to recap what has been said communicates that you understand the message as
well.

Becoming an Active Listener

There are five key elements of active listening. They all help you ensure that you
hear the other person, and that the other person knows you are hearing what they
say.
1.Pay Attention
Give the speaker your undivided attention, and acknowledge the message.
Recognize that non-verbal communication also "speaks" loudly.

Look at the speaker directly.

Put aside distracting thoughts.

Don't mentally prepare a rebuttal!

Avoid being distracted by environmental factors.

"Listen" to the speaker's body language.

Refrain from side conversations when listening in a group setting.

2. Show That You're Listening
Use your own body language and gestures to convey your attention.

Nod occasionally.

Smile and use other facial expressions.

Note your posture and make sure it is open and inviting.

Encourage the speaker to continue with small verbal comments like yes,
and uh huh.

3. Provide Feedback
Our personal filters, assumptions, judgments, and beliefs can distort what we hear. As
a listener, your role is to understand what is being said. This may require you to
reflect what is being said and ask questions.

Reflect what has been said by paraphrasing. "What I'm hearing is." and
"Sounds like you are saying." are great ways to reflect back.

Ask questions to clarify certain points. "What do you mean when you say."
"Is this what you mean?"

Summarize the speaker's comments periodically.

Tip:
If you find yourself responding emotionally to what someone said, say so, and ask for
more information: "I may not be understanding you correctly, and I find myself taking
what you said personally. What I thought you just said is XXX; is that what you
meant?"
4. Defer Judgment
Interrupting is a waste of time. It frustrates the speaker and limits full understanding of
the message.

Allow the speaker to finish.

Don't interrupt with counter arguments.

5. Respond Appropriately
Active listening is a model for respect and understanding. You are gaining
information and perspective. You add nothing by attacking the speaker or otherwise
putting him or her down.

Be candid, open, and honest in your response.

Assert your opinions respectfully.

Treat the other person as he or she would want to be treated.

Key Points
It takes a lot of concentration and determination to be an active listener. Old habits
are hard to break, and if your listening habits are as bad as many people's are, then
there's a lot of habit-breaking to do!
Be deliberate with your listening and remind yourself frequently that your goal is to
truly hear what the other person is saying. Set aside all other thoughts and
behaviors and concentrate on the message. Ask questions, reflect, and paraphrase
to ensure you understand the message. If you don't, then you'll find that what
someone says to you and what you hear can be amazingly different!
Start using active listening today to become a better communicator, improve your
workplace productivity, and develop better relationships.

The Five Parts of Your Body Your Audience is

Listening To
When you speak in public, you speak with more than your mouth. Effective public
speaking isnt only about what youre saying, but how you say it. Public speaking
anxiety can leave you looking nervous, afraid, and unprepared. Strong, confident
body language is essential for a successful presentation. In the same way that users
of American Sign Language portray complex thoughts and ideas with their bodies,
your body language is telling your audience a story.
Heres the parts of your body to keep in mind while speaking in public:
1. Back, Shoulders, and Neck
Do you remember your parents or teachers always telling you to sit up straight?
Maybe they told you to stop slouching or told you to stop staring at your feet.
So take their advice. Take command of the room and your audience will pay attention.
Neck, shoulders, and back all play a role in making sure you maintain an assertive
stance for your viewers.

2. Hands
How you use your hands will vary with the type of speech. Nervous fidgeting is a nono. If youre giving a more stern, professional presentation, a confident grasp on the
lectern will do. For more high energy presentations, use your hands to convey
ideas. If youre discussing raising sales, a short gesture upwards will do. Hands can
also identify board points or audience members with questions.
But dont overdo it! High energy is great, but crazy, frantic, or too fast and you may
lose your audience.
3. Eyes
They say the eyes are the window to the soul. Do you want people to see someone
scared and anxious, or do you want them to see a persuasive, inspiring leader?
Nervous blinking, frantic gazing, and wide-eyed fear are common symptoms of
public speaking anxiety.
Use your eyes to convey tone and emotion. A raised eyebrow or a cleverly-timed
wink can amplify a point.
Also use your eyes to identify with the audience. Great speakers can make eye
contact with every viewer in the room. If the audience feels acknowledged, theyll be
more open to your words and ideas.

4. Feet
Be aware of and control any nervous foot-tapping that may be disruptive
during your speech.
If youre commanding a stage or a room, be sure to use those feet to move!
You want to interact with your entire audience, not just those front and
center.
5. Mouth
Its more than just where your words come from. Dont let your fear of public
speaking lead to lip-biting, lip-licking, teeth-grinding, tongue-clicking, and
other mouth-related speaking flaws.
If youre presenting in a smaller venue, such as a small meeting, make sure
you arent giving colleagues more than your words. Keep your spit to
yourself. They came to hear you speak, not for the first row experience at
SeaWorld.
If youre keeping track of what your body is doing, youll be sure to keep the
attention of your audience and make an inspiring impact.

Quick stress relief for effective communication

When stress strikes, you cant always temper it by taking time out to meditate or go
for a run, especially if youre in the middle of a meeting with your boss or an argument
with your spouse, for example. By learning to quickly reduce stress in the moment,
though, you can safely face any strong emotions youre experiencing, regulate your
feelings, and behave appropriately. When you know how to maintain a relaxed,
energized state of awarenesseven when something upsetting happensyou can
remain emotionally available and engaged.

To deal with stress during communication:

Recognize when youre becoming stressed. Your body will let you know if
youre stressed as you communicate. Are your muscles or your stomach
tight and/or sore? Are your hands clenched? Is your breath shallow? Are you
"forgetting" to breathe?
Take a moment to calm down before deciding to continue a conversation
or postpone it.

 Bring your senses to the rescue and quickly manage stress by taking a few deep
breaths, clenching and relaxing muscles, or recalling a soothing, sensory-rich image,
for example. The best way to rapidly and reliably relieve stress is through the senses:
sight, sound, touch, taste, and smell. But each person responds differently to sensory
input, so you need to find things that are soothing to you.
Look for humor in the situation. When used appropriately, humor is a great way to
diffuse stress when communicating. When you or those around you start taking things
too seriously, find a way to lighten the mood by sharing a joke or amusing story.
Be willing to compromise. Sometimes, if you can both bend a little, youll be able to
find a happy middle ground that reduces the stress levels for everyone concerned. If
you realize that the other person cares much more about something than you do,
compromise may be easier for you and a good investment in the future of the
relationship.
Agree to disagree, if necessary, and take time away so everyone can calm down.
Take a quick break and move away from the situation. Take a stroll outside if possible,
or spend a few minutes meditating. Physical movement or finding a quiet place to
regain your balance can quickly reduce stress.