Workshops | Home | Part Two-How to Organize This Monster

LBFD SPEAKER’S

BUREAU

RESOURCE MANUAL #1

This manual was compiled by Newport Beach Fire Chief Steve Lewis when he was a Captain at The Long Beach Fire Department.

TABLE OF CONTENTS

I.                Contact the Contact

II.            Arrive Early

III.        Room Setup

A.            Seating

B.            Equipment

C.           Lighting

IV.        Visual Aids

A.            Handouts

B.            Charts and Graphs

C.           Slides

D.           Overheads

E.            Flipcharts

F.             Marker Boards

G.           Multimedia

H.           Props

V.            Body Movements

VI.        Impromptu Speaking

VII.    Introducing the Speaker

I.              CONTACT THE CONTACT

·        Audience – Who are they?

·        What do they believe in?

·        Why are they listening to you?

·        What’s the purpose of the talk?

·        What are you expecting from me?

·        Why did you pick this topic?

·        Anything I should avoid?  Anything Taboo?

·        Do an audience analysis.

·        How much time do you have allotted for me?

·        Audience size.

·        The time; contact phone numbers.

·        Do they know each other?

·        Age, sex, educational level, occupation, politics, cultural influences.

·        What is the audience attitude toward the subject of your talk?

·        What is the audience attitude toward me going to be?

·        How do I stand up against my audience?

·        Do they already know the subject?

·        Ask the contact, “Am I informing,  motivating, persuading or entertaining?”

·        Don’t talk too high, don’t talk too low.

·        Interview.

·        What are their issues?  What are their “Buzz” topics?

·        Are they prisoners?

·        Is it outdoors?

·        Is it going to be in an auditorium, small meeting room or stage?

·        When do I give my speech?  Who do I follow?

·        Directions to get there?

·        Ask who is introducing me.

·        Will food be served?

·        Do you want me to have a question and answer time at the end?

II.         ARRIVE EARLY

·        If there are any problems, you’ll have time to fix them.

·        Check to see where the restrooms are.

·        Begin to set the room up the way you want it.

·        Give yourself plenty of time to arrive.  I always plan on a flat tire!

·        Getting a feel of the room lessens the stage fright factor; it’s familiar to you.

·        You can meet the facility person in charge; you can then plan with them for when Murphy’s Law takes effect.

·        Gives you plenty of time to “set up” (audiovisual, handouts, overheads, etc.)  Remember, arriving late and setting up as the audience waits is nerve-wracking (been there – done that!).

·        Before you speak, mingle and talk.  Meet people, Meet people and Meet people.  They become your allies in the audience, friendly faces.

III.    ROOM SET UP

A.           Seating Arrangement

·        First and most important:  Can the audience see you?

·        Is the seating comfortable?

·        Do you like the arrangement the way it is?

·        The bigger the room, the smaller the audience, the farther they’ll sit toward the back of the room.

·        Arrive early, tape off the back seats, force people to move forward.

·        Remove seats from the back, keep them stacked near by so as more come, they can get them.

·        Put masking tape along the edge of the chairs on both aisles – from the back to the second row.

·        If your audience is 25 people in a room with 50 chairs, both you and your audience will perceive a small crowd.

·        If people are already in back, you move toward them.

·        Do not ever ask people to move forward!

·        If possible, have people sit in a semi-circle.  If that gets too big, start a second row.  Works well with 30 or fewer individuals.

·        If they’re at round tables, try to only sit 4 on one side.

·        If the group is seated together, you’ll receive a stronger response than with them spread out.

·        Arrive early to get the seating the way you want.

·        Call the contact the day before to see how many have signed up.

·        As corny as it may sound, there’s a whole psychology behind seating.  It will change the way your audience perceives your presentation.

·        Can the audience see the board, the overhead, and the flip chart?

·        Is there a podium?  Where to set your notes?

B.           Equipment

·        Podiums were built for shorter stature individuals.

·        Some podiums have a “box” to stand on.

·        If the facility person says, “it’s no problem,” about the sound system, be aware of Murphy’s Law.

·        Some books devote an entire chapter to “microphones.”

·        Arrive early, check out the mike.

·        Meet the custodian, technician, ask questions about the system, because they will leave the area.

·        Don’t tap the mike.

·        Test using your normal voice.

·        Have someone stand in back and listen to see if there’s good balance back there.

·        Don’t ask the audience during your talk, for feedback about your projection.

·        Check to see how the mike raises and lowers.

·        Bend the mike to a 45-degree angle from your mouth.

·        Once you’ve started your presentation, don’t fiddle with the mike.

·        Learn how to turn the sound system off if it goes bad.

·        Some mikes are sensitive; beware of annoying noises near the mike.

·        Don’t be the person who says, “I don’t need a mike,” then proceeds to start loud and fade to a whisper.

·        If you’re doing slides with lights down, does the podium have a light on it?

·        Walk around the room and see if everyone can see the screen.

·        If possible, always use a screen; using walls has it’s problems.

·        If you’re using someone else’s slide projector, make sure you know how to use it; make sure you have an extra bulb.

·        Arrive early; find the electrical outlets throughout the room.  Are they 2 prongs or 3 prongs?

C.           Lighting

·        Arrive early and find the light switches.

·        Close the blinds to the windows so the audience can’t look out.

·        Its better to have a room with no windows than one with.

·        Do the house lights have a dimmer?  Try not to watch slides in total darkness.

·        Before the presentation, ask someone sitting near the switch to operate it for you.

·        Are all the lights working?  If you arrive early enough, the facility coordinator can have it replaced.

IV.   VISUAL AIDS

·        “If visual aids don’t aid, don’t use them.”

·        Make them big; most people make them too small.

·        Remember they support your talk, they shouldn’t become the focus.

·        Many speakers talk to the visual.

·        When shown, they can save a whole lot of talking.

·        Visual aids can create equipment worries.

·        Using them can eliminate notes.

·        Visual aids help the audience receive the message in a uniform way.

·        Visual aids help with retention.

·        Helps control nervousness

·        Remember – YOU are a visual aid.

A.              Handouts

·        They’re inexpensive.

·        Prepared well in advance of speech.

·        Audience can refer to them later.

·        When to hand them out is the tricky decision.

·        Be sure to bring plenty of extras.

·        They give audience a place to take notes.

·        They keep you, the speaker on a systematic route.

·        They can cause distractions; people reading ahead.

·        Make them look good!  They represent you.

·        Put a lot of contact material in your handouts.

·        Leave room for notes.

B.              Charts and Graphs

·        Limit the data.

·        Size pie slices accurately.

·        Make absolutely sure that the numbers are correct.

·        Avoid three-dimensional bars.

·        Jazz them up.

·        If someone speaks before you, take his/her visuals down when you speak.

C.              Slides

Photo processing labs will process color or black and white photo prints into projection slides.  There are slide production services that can convert computer graphics directly from computer disks to slides.

·        Drawback – You have to lower the lights.

·        Drawback – Your order is inflexible.

·        Drawback – If the bulb burns out, you’re done.

·        They can provide realistic representation of the real world.

·        They can be re-sequenced easily.

·        They can be used for large or small audiences.

·        Can stay on one slide for as long as you want.

·        If bulb does burn out, do you know your presentation well enough that you can adlib it on a dry erase board?

·        Do a dry run first to make sure slides are in order.

·        Once in order, mark all the slides with a felt pen in one corner.

·        When arranging the storyline, find a light box of some sort to do the layout.

·        Use cardboard frames on slides; plastic ones can warp when they get hot.

·        Stand to the right of screen, (when facing the audience).

·        Place tape on controls with big words written on it, so it can be seen in darkness.

·        Make sure slide hold-down is screwed in place to hold slides from falling out.

·        Be prepared enough that you don’t have to jump over slides that you should have taken out.

·        If you have more then one tray, take a break to begin the new one.

·        If using a hard-wire remote, maybe tape down the line where the audience is sitting.

·        REMEMBER – look at the audience, not the screen.

D.              Overheads

·        You can use them without turning the lights down.

·        You can write on them.

·        Easy to create; make them on a copy machine.

·        May be hard to use in a large audience; not everyone can see them.

·        No – No – No misspelled words on overheads.

·        Use graphics, but only if they make a point.

·        Number the overheads with small letters or numbers in the corners.

·        Don’t mix and match slides and overheads from different presentations, its distracting.

·        If using print, make sure it’s readable.  Stay away from artsy lettering.

·        On overheads, mix it up with bullet points and other types of visuals.

·        Use builds.  Each new overhead contains the last point plus a new point; don’t overdo it though.

·        Rehearse with them.

·        Only talk about what’s on the screen.  If you start talking about something else, cover the overhead with a sheet of paper.

·        “Gradual Revelation”.

·        If using text, use uppercase and lowercase together.  It’s easier to read.

·        Don’t put up large amounts of text on an overhead.

·        Don’t use a lot of fonts together.

·        Don’t emphasize everything.

·        You don’t have to turn your back on the audience.

·        Always make sure there’s an extra bulb somewhere near by.

·        Bring your own extension cord and adapter.

·        After you change the next overhead, go stand next to the screen to talk.

-Designing Overheads

·        Word processors; presentation programs.

·        Desktop publishing programs: “PageMaker” and “QuarkXPress”, or Microsoft Publisher.

·        Drawing programs; “CorelDRAW”, using Windows, use Paintbrush, or use “KidPix”.

·        There are professionals who will design them for you.

E.               Flipcharts

·        It’s a very versatile aid.  Write on it as you speak, or have it prepared beforehand.

·        No electrical required.

·        But…not effective for audiences over 50 people.

·        Speakers have a tendency to misuse flipcharts.

Pitfalls With Using a Flipchart

·        Too many words.

·        Don’t write all over the sheet.

·        Skinny writing.

·        Colors that are difficult to see.

·        Too many colors.

·        In a formal setting, may seem unprofessional.

·        May lose audience contact while writing.

-Tips and Tricks for Using Flipcharts

·        Use flipcharts with paper divided into small squares

·        Correct mistakes with correction fluid.

·        Write secret notes on the flipchart pages.

·        Draw pictures from coloring books.

·        Use human figures.

·        Leave two blank sheets between each sheet you use.

·        They don’t have to be on a flipchart – put them on a wall.

·        Prepare them beforehand.

F.                Marker Board

·        Marker boards are appropriate for seminars, informal project proposals, and as backup resources for explaining points of confusion in technical presentations.

·        The most inexpensive visual aid available.

·        Freedom to dress it up with colored pens, heavy strokes, artistic flair.

·        Can have an unprofessional appearance.

·        Your handwriting can be difficult to read.

·        Writing is slow – space is limited.

·        You can lose your audience contact while writing.

·        Use it to help demonstrate complicated points that arise unexpectedly in question and answer sessions.

·        Use it to help organize points of information in informal or extemporaneous presentations.

·        Best for small groups (25 or less).

·        Easy to write Key Points and words.

·        Easy to erase and reuse immediately.

·        Sometimes difficult to position so that all can see.

·        Write large enough so the person in the back can see.

·        Simple block printing is best, in upper- and lowercase.

·        On dry erase boards, black is most legible; next is navy, then dark green, then red.  Forget yellow.

·        Use different colors for emphasis.

·        Use a laser pointer once you’ve written.

·        Use 2 boards if room allows.

·        Able to erase rest of material, leaving 1 key point to see.

·        Once you’re done with that section, erase the board clean so their attention is back on you.

·        If writing a large amount of material beforehand, keep it covered, if affect is what you’re after.

G.              Multimedia

·        Use video to enhance your presentation.

·        Just use clips out of the whole to emphasize your point.

·        Play music before your presentation as people are entering the room.

·        Video testimonials of co-workers or people on the street.

·        Add music to slide shows.

·        Use multimedia software that’s available.

·        Learn how to use Power Point.

H.              Props

·        Newspapers.

·        Hats.

·        Gag items.

·        Magic tricks.

Do’s and Don’ts of Using Props

·        Don’t milk it.  Don’t use it too long during the presentation.

·        If you expect audience participation, be careful.

·        Don’t force it.

·        If no one laughs, don’t panic.

·        Know when to transition off the prop.

V.        BODY MOVEMENTS

·        Scholars say that words account for only 35% of what we communicate, the rest is largely accomplished by body language.

·        Practice gesturing, but not specific gestures – it looks artificial.

·        Don’t fidget, i.e., playing with a pencil, etc.

·        Move when there’s a reason to move.

·        Stand still when there’s not a reason to move.

·        As you watch television, observe how speakers use gestures as they talk.

·        Don’t make up gestures that you don’t feel comfortable with.

·        Six Traditional Speech Gestures:

1.                Giving and taking – hand out with palm up.

2.                Raising a fist – shows strong feelings; be careful with it.

3.                Pointing – indicates position; calls attention to something; makes an accusation.

4.                Rejecting – sweeping gesture with your hand, palm downward.

5.                Dividing – palm in a vertical position, moving it side to side.  Conveys parting ideas and allows new ones to form.

6.                Warning – place your hand straight out like a stop signal, with palm out, heel of the hand down.  Can also calm an audience or prepare listeners to accept another idea.

·        When using gestures, make them strong and accurate.  Audience should know what they’re being used for.

·        Establish eye contact with audience.

·        Eye contact with individuals should not be for more than one sentence.

·        If using gestures is not part of your normal makeup, don’t panic, your speech can still be successful.

·        Clasp your hands as a steeple or spider on a mirror at waist level.

·        But remember, if you don’t have a lot of credibility, then your delivery becomes critical.

·        You are the most important visual.

·        If you’re enthusiastic, your audience will be too.

·        Simply smiling at an audience can create instant rapport.

·        You don’t have to smile the whole time.

·        Learn to use your face.  Raise your eyebrows in disbelief; frown if your speech calls for disagreement.

Posture Do’s and Don’ts

·        Do stand up straight with your feet slightly apart and your arms ready.

·        Do lean slightly toward the audience.

·        Don’t lean on the podium.

·        Don’t stand with your hands on your hips.

·        Don’t sway back and forth.

·        Don’t stand with your arms folded across your chest.

·        Don’t stand with your arms behind your back.

·        Don’t stand in the fig leaf position.

·        Don’t bury your hands in your pockets.

·        Don’t play with the coins in your pockets.

·        Don’t keep adjusting your classes – taking them off and on.

·        Don’t play with your jewelry.

·        Don’t invade someone’s space.

·        Don’t physically touch the audience.

·        When practicing, use large exaggerated gestures to get the feel.

Eye Contact

·        Don’t speak unless you have eye contact with the audience.

·        Do look at individuals.

·        Don’t keep directing all your attention towards the one friendly face.

·        Do establish eye contact at the end of a thought.

·        Don’t look out the window.

·        Don’t look at one spot.

·        Don’t forget to look at the back rows.

·        Don’t let notes ruin your eye contact.

·        Don’t look over the heads of the audience.

·        The rule of thumb for eye contact is 1-3 seconds per person.

VI.   IMPROMPTU SPEAKING

Some call it impromptu, speaking off the cuff, extemporaneous speaking.  Most people call it “Hell”.

You already know how to do it; it’s called “normal conversation.”

Remember the following points:

·        Be prepared.  Think that there may always be the chance they’ll call on me.

·        Its probably a good chance they wouldn’t call on you if you didn’t know something of the subject.

·        Take a few moments to get your ideas focused.

·        Stall creatively.

·        Pause thoughtfully - This technique actually increases your credibility.  The audience thinks you’re “mulling it over” before you speak.

·        Repeat the question – This buys you some time while you’re organizing things “in your head”.

·        Open with a broad generalization to buy a few extra seconds of scrambling.

·        Some say your mind goes blank.  Not true.  What usually happens is the you’re overwhelmed with thoughts.

·        Don’t apologize for being caught off guard, they already know you’re “winging it”, and they’ll “cut you some slack.”

·        Decide on the conclusion you want to present, and organize your short talk around that.

·        Organize around a standard pattern

1.            Past, present, future

2.            Problem, solution

3.            Cause and effect

4.            Pick a topic, add a few subtopics

·        Support your views with specifics.

·        Tie your comments into other speeches that have been given.

·        If the audience doesn’t know that you’re speaking “off the cuff,” tell them.

·        Tell a personal anecdote to make the main point.

·        Create a catchy analog to make your point.

·        If your thoroughly stuck, reply with:  “I don’t know; I’ll do some research on the topic and get back to you with what I find.”

·        Again, don’t apologize!  If you do, in effect, you’re telling your listeners to disregard or at least discount what you are about to say.

·        Audiences tend to be very forgiving of an impromptu speaker.

·        Your listeners expect a few hesitations, pauses, repetitions, rephrasing or silences.

·        Perfection in an impromptu speech is impossible.  Don’t try to achieve it.

·        Don’t ramble on.

·        Don’t get off your subject:  “Oh, that reminds me of something else.”

·        Don’t act surprised.

·        Keep it simple.

·        When you’re done – Stop, and sit down!

Mark Twain once said:

“It usually takes me more than three weeks to

prepare a good impromptu speech.”  (joke)

VIII.     INTRODUCING THE SPEAKER

Wise men talk because they have something to say,

fools, because they have to say something.

Plato

Introducing a speaker is a speech.  It may be the shortest speech ever, but it still remains a speech.

It is probably the most mangled and messed up speech of all the types that are given.  Very few people prepare for this type of speech; “I’ll just wing it.”

Think of it in terms as if you were introducing a friend to another person.  You introduce one, and then you introduce the other.  Same with this, audience, and then the speaker.

Ask the speaker for a “bio” prior to the date of his/her talk.  At the very least, get it on the day of, way before the starting time and compose it quickly.

Once you have their resume, be sure to weave it into their profile.  Don’t just read the resume out loud.

Clichés That Won’t Work

“It is indeed a great privilege to introduce…”

“It gives me great pleasure…”

“On this most ceremonial occasion…”

“Gathered here together at this memorable affair…”

“We are truly honored to have with us today…”

          “Ladies and gentlemen, heeeeeere’s…”

          “Without further ado…”

“We are truly a fortunate audience because we have with us none other than…”

“Ladies and gentlemen, here’s a speaker who needs no introduction…”

          Points to Ponder

·        Learn the speaker’s name.  Make sure you can pronounce it.  Write it out phonetically.

·        Whatever you do, include in your introduction more than one repetition of the speaker’s name, hit the highlights of his/her credentials, and mention the title of the speech.

·        Above all, keep your remarks brief.

·        Avoid all negativity or sarcasm.  “I know we’re all fat and happy after that fine meal, but try to stay conscious long enough to hear what ______ has to say.”

·        If you’re unsure of the speaker’s subject, don’t guess:  “I expect Mr. Jones will talk about the…”

·        Don’t preempt the speaker’s material.  Don’t let any of his/ her “cats” out of your bag.

·        Don’t make impossible promises that can lead only to disappointment.  “You are about to be treated to the most brilliant speech you are ever likely to hear.”

·        Avoid poisoning the well with unfair comparisons.  “We all remember what an entertaining speaker Joe Benteen was.  Let’s see how Ben Marker measures up.”

·        Don’t pull the speaker’s resume out and start reading from it.

·        If the speaker thanks you for your introduction or acknowledges you in some other way, respond with a nod and a smile and sit down.

·        Don’t stumble over the speaker’s name.  That kind of mistake will not be forgiven.

·        Don’t forget the name of the speaker.

·        Set the tone of the meeting through your speech of introduction.

·        Know your speech thoroughly.

·        Be accurate

·        During the speech, be attentive.  The audience will take your lead.

·        Don’t make it a speech about yourself.

·        Don’t build up the speaker’s skills as a speaker.

·        Don’t use humor without being positive its appropriate.

·        Be enthusiastic.

·        Be warmly sincere.

·        Zero in on what makes the speaker specifically qualified to address this audience.

·        Praise the speaker, but don’t embarrass him, her or yourself.

·        Be sure to talk with the speaker ahead of time about what you’re both going to say, so there are no surprises.

·        Don’t point out any negative situations about the room, audience or speaker.

Different Formats of Organization

Style #1

The T-I-S formula

T stands for Topic.  Start your introduction by giving the exact title of the speaker’s talk.

I stands for Importance.  In this step you bridge over the area between the topic and the particular interests of the group.

S stands for Speaker.  Here you list the speaker’s outstanding qualifications, particularly those that relate to his/her topic.  Finally, you give his/her name, distinctly and clearly.

Style #2

I.                  Introduction

A.              Attention-getter

B.              Preview

II.               Discussion

A.              Why this speaker?

B.              Why this subject?

C.              Why this audience?

D.              Why at this time?

III.            Conclusion

A.              Review

B.              Memorable statement:  formal introduction of the speaker

Style #3

·        The title of the speech that the speaker will give

·        Why the speaker is qualified to speak on the topic

·        The speaker’s name

After the speech, express a few words of sincere appreciation.

This should be of course, a public “thank you” to the speaker.  You should express appreciation on behalf of the audience.

The key word here is “sincere.”  If unfortunately, the speaker turned out to be a dull, droning talker, certainly don’t conclude the program by saying to the audience and the speaker something such as:  “Thank you for a truly fine speech.  I’m sure all of us were deeply moved, highly impressed by your very effective presentation.”

If the presentation was bad, and you know it was, and the audience knows it, just say something simple like:  “Thank you, Dr. Baker.  We appreciate your coming here to share your ideas with us.”

Enough, say no more.

Phrases to Use in an Introduction

Among the best

Among the most influential

Experienced viewpoint

Explore the topic of (topic)

Expresses much that we believe

Fortunate to have with us

Gain insight

Get an insider’s look

Gives us direction

Good fortune to have

Held in justifiably high esteem

Highly entertaining

Highly talented

Information we cannot afford to be without

Insider’s point of view

Join me in welcoming

Look forward to

Look forward to his/her stimulating remarks

Most highly qualified

Most highly respected

Most sought after

Much in common with us

No one is better suited

No one is more qualified

Pleased to present

Predicts the trends

Provide insight into

Puts into words

Rare treat in store

Sets the trends

Share his/her experience

Shares our concerns

Tells us of things to come

Will report on

Will speak on (subject)

Words of vital importance

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