How to be an effective Public Speaker? By: Abdul Hafiz Gandhi

How to be an effective Public Speaker? By: Abdul Hafiz Gandhi Email: abdulhafizgandhi@gmail.comabdulhafizgandhi@gmail.com www.facebook.com/abdulhafizgandhi Mob.: 09953585693 Marris Auditorium, 23 rd March, 2013 5 to 7.30 pm 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.

 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 Learning Objectives

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: You’ll feel much less nervous. When you’re well- prepared and have learned these steps, you’ll feel more comfortable. Although some nervousness is normal, much of it comes from simply being unprepared. You’ll get better results. Your audience will respond more positively to you when you speak well. They’ll certainly have a higher opinion of your accomplishments. You’ll enjoy yourself more. When you’re 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? That’s a goal that any speaker can reach, with help—no 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 it’s 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 it then that people hate/dread to get up on stage even to deliver a short speech? 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?

Stage Fear What is 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.

Being nervous is natural  Blushing, perspiring, fidgeting, hyper-ventilating, memory loss, … Controlling Speech Anxiety  Dress  Exercise  Familiarity with audience  Breathing techniques  Thorough preparation  Visualization Coping with Speech Anxiety

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

Ask Yourself : True or False 1. 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 action To ensure understanding To persuade To get and give Information

Communication Cycle Communication normally goes through a cycle involving: The Sender The Message The Channel The Recipient

Impact of a Message Face-To-Face Communication

Impact of A Message Voice Communication

Styles Of Communication  Accepts responsibilities.  Extends but does not feel entitled to “rights”.  Both exercises and extends “rights” and responsibilities. Passive  Demands but does not extend “rights”.  Does not accept responsibilities. AssertiveAggressive

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 Active Listening Passive Listening Hearing

Effective Listening involves.... 1.Setting the stage Remove Distractions Be open and accessible Listen with Empathy 2.Ensuring Mutual Understanding Reflect feelings Paraphrase main ideas Seek clarification Confirm next steps 3.Understanding body Language Observe position and posturing Make eye contact Consider expressions/gestures 4.Suspending judgment Concentrate Keep an open mind 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 1. Vertical and 2. Horizontal  Downward Instructions/ Directives  Horizontal Coordination  Upward Information

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 Communication  Assumptions  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 sender’s message.  Cross-Cultural Diversity  The greater the difference between the sender’s and receiver’s 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 isn’t 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 don’t do it! There shouldn’t be barriers between you and your audience. Again, making yourself appear accessible builds rapport and allows people to trust you. As a result, they’ll also trust the information you’re 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 enough. PRACTICE,PRACTICE,PRACTICE ! 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 don’t 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, you’ll 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? Spoken Word Written Word Visual Images Body Language

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 : Virtually vertical as per chain go command within the hierarchy. Informal Network :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

 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 other’s point of view.  Repeat what the speaker has said to check whether you have understood accurately. ESSENTIALS OF COMMUNICATION - Dos

ESSENTIALS OF COMMUNICATION- DON’Ts  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 won’t 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 ? Polished & appropriately dressed Confident Decisive Organized Knowledgeable Prepared Approachable Inspirational Excellent communicator Encourage participation Passionate Articulate Non-judgmental Flexible References: “The Leaders Edge; Art of Self- Marketing”, Usheroff Institute

What are the qualities of a poor speaker? Sloppy in appearance Unprepared Doesn’t know material Late Inconsistent Rude Doesn’t involve participants Unable to use AV equipments Boring Insensitive to group's needs Reactive Poor communicator Judgmental Rigid References: “The Leaders Edge; Art of Self-Marketing”, Usheroff Institute

 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) How to Prepare a Speech

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

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

 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, finger- pointing Never chew gum! Avoid distractions with pens, pointers MUST BE CULTURALLY SENSITIVE Body Language (2)

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 doesn’t 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 they’re 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, don’t 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 don’t 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 aid…not 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 doesn’t understand what you’re 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 don’t 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. You’re Either Born a Great Presenter…or Not Some people are great at presentations…and others become engineers. Not quite true. One of the best presenters I know is an engineer. Making great presentations is a skill…it 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. I’ve had the privilege of working with some of the World’s Best Public Speakers for my new book, “The Speaking Secrets of the World’s 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 public…is 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 can’t 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 World’s Best Speakers is that they learned from the best. If you want to be the best, you’ve 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 Queen’s 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.

Be memorable. Be authentic. Be appropriate. Be mindful of your strategy. Be respectful. Be consistent. Be neat & tidy. Be tasteful. Be meticulous. Self-Marketing Checklist - How people will remember you?

Respect the opinion of others. It’s 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:famous quote by Adlai Stevenson “In classical times when Cicero had finished speaking, the people said, ‘How well he spoke’—but when Demosthenes had finished speaking, the people said, ‘Let us march’?”CiceroDemosthenes 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.comabdulhafizgandhi@gmail.com www.facebook.com/abdulhafizgandhi Mob.: 09953585693 Marris Auditorium, 23 rd March, 2013 5 to 7.30 pm 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 don’t know you are doing them. Either way, you’ll 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 you’ll 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 you’ve 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 audience’s 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.

 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

 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. Presentation Content (2)

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 attitude…friendly, receptive, or indifferent?

 Can make presentation more memorable  Use sparingly  Keep simple  Don’t 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 Visual Aids

Do’s & Don’ts 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. Don’t 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. Don’t speak to the screen. If you want to draw the audience’s 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 shouldn’t 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. Don’t try to reverse the slide show. Do use your laser pointer for emphasis. Don’t 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.

 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.  Prepare questions (and answers) in advance. Ability to Answer Questions

 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. Effective and Active Listening “Most people listen, not with the intent to understand but with the intent to reply.”* References: “The Leaders Edge; Art of Self- Marketing”, 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. 5Smile and use eye contact. It’s the most positive signal you can give. (A relatively simple yet very effective way to improve your nonverbal communication skills.)

6Think before you speak or put pen to paper: what message you trying to convey? What outcome do you want to elicit? 7Be direct (but not aggressive). A lot of flannelling around can make people lose interest and miss the vital point. 8Dont 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. 9Write as you would speak. Don’t fall into the trap of using long words just because it’s written down. 10Take 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 is there to hear you speak. Take command of your audience.  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 answer them patiently and thoroughly.

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. 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. 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 people’s 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. Grab the attention of your audience in the starting

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 (what’s 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 sage: "Know your stuff. Know whom you are stuffing. Know when they are stuffed.“ 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 don’t know you are doing them. Either way, you’ll 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 you’ll 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 you’ve 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 audience’s 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 counter- productive. 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 attitude…friendly, 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. Don’t be monotone. Speak with interest and passion. g. Vitality — life, sparkle enthusiasm. h. Rate — too fast or too slow? Take a deep breath and relax. Control nervousness. i. Articulation — pronounce every letter of every word clearly. Don’t mumble. The audience has to hear periods, question marks and commas in your voice just as if they were reading your presentation.

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. It’s 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 practice. So get behind the wheel and enjoy the ride. The road may be bumpy at times, and you may face minor hiccups, but in the end, the journey will be worth it.

Things to be kept in mind D ress 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. Don’t freeze up. Don’t 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 can’t 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.  Don’t apologize Don’t 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 don’t 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. Don’t 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 you’re trying to stop saying. And overcome the feeling of awkwardness when you don’t know what you’re 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 doesn’t 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 – Don’t 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 you’re communicating with. While effective communication is a learned skill, it is more effective when it’s spontaneous rather than formulaic. A speech that is read, for example, rarely has the same impact as a speech that’s 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 they’re 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 doesn’t, 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 you’re daydreaming, checking text messages, or doodling, you’re 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 head—it’ll 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 that’s bad, let me tell you what happened to me.” Listening is not the same as waiting for your turn to talk. You can’t concentrate on what someone’s saying if you’re forming what you’re going to say next. Often, the speaker can read your facial expressions and know that your mind’s elsewhere.

 Avoid seeming judgmental. In order to communicate effectively with someone, you don’t 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 what’s 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 re- develop) the skills. Here’s 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 “um- hmm”) 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? Don’t 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 won’t feel the need to repeat it, and you’ll 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 in…and be ready for more. 10. Engage yourself. Ask questions for clarification, but, once again, wait until the speaker has finished. That way, you won’t interrupt their train of thought. After you ask questions, paraphrase their point to make sure you didn’t misunderstand. Start with: “So you’re 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 hadn’t 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 isn’t only about what you’re 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. Here’s 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 no-no. If you’re 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 you’re discussing raising sales, a short gesture upwards will do. Hands can also identify board points or audience members with questions. But don’t 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, they’ll 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 you’re 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 It’s more than just where your words come from. Don’t let your fear of public speaking lead to lip-biting, lip-licking, teeth-grinding, tongue-clicking, and other mouth-related speaking flaws. If you’re presenting in a smaller venue, such as a small meeting, make sure you aren’t 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 you’re keeping track of what your body is doing, you’ll be sure to keep the attention of your audience and make an inspiring impact.

Quick stress relief for effective communication When stress strikes, you can’t always temper it by taking time out to meditate or go for a run, especially if you’re 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 you’re experiencing, regulate your feelings, and behave appropriately. When you know how to maintain a relaxed, energized state of awareness—even when something upsetting happens— you can remain emotionally available and engaged. To deal with stress during communication:  Recognize when you’re becoming stressed. Your body will let you know if you’re 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, you’ll 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.

How to be an effective Public Speaker? By: Abdul Hafiz Gandhi

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How to be an effective Public Speaker? By: Abdul Hafiz Gandhi

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