Speaking up in public - Click here to jump to a page - organizing a meeting meeting agenda meeting roles conflict resolution power & diversity public speaking volunteers fundraising writing grants working with media writing a press release making a video posters & flyers internet and online tools activists and city hall letter to a politician translations projects step by step checklist for events the joy of walking walking school bus bikes & transit bike lanes & facilities bicycle user groups bike facilites at work winter riding tips ideas for events case study - critical mass case study - bike to work week case study - parking meter party case studies - night riders case study - song cycles costs of the car facts about bikes links Fear of speaking in public is a very common anxiety. From speaking up at a meeting, to making announcements in front of a large audience - public speaking makes most of us breathless with stress, shaky and ready to run for cover. These are a few tips that will help reduce anxiety about speaking in public. However, the only real way to deal with your fear is to practice doing it. Try gradually working up to public speaking. It is easier to speak (for most people) if: a) the group is small b) the people are familiar to you c) the people are friendly to you d) you are familiar with your topic e) you don't have to speak for very long f) you have prepared to speak g) you've done something similar before and know what to expect   Don't try to start your public speaking career by delivering a two-hour lecture to a crowd of thousands. Work your way up into progressively more challenging situations. Practice, and a willingness to try new experiences are the keys to long-term improvement in your public speaking.   Planning your presentation The format of a presentation can be very simple: introduction to the topic - background information, research, purpose of the presentation point 1 point 2 3, 4 etc conclusion - a summary of what you said, a discussion about what to do next. However, planning your presentation isn't merely planning what you will say. Take the total presentation experience into consideration - are people tired, can you give some information in a handout, will there be people in the group who could contribute valuable information?  How you plan your presentation affects the group's experience. Do you give them time to ask questions, offer their opinions, discuss ideas? Think about how the people in the group will experience it. Speaking is different from writing an essay because you can use many different media while you speak. Many people are visually-oriented; they will remember a slide or graph long after they've forgotten what you've said. Try and give them a variety of ways to learn from you. You may want to try: written materials for reference overheads draw charts as you talk demonstrate whenever possible use slides and photographs Some general tips when you're speaking: use as casual a style as you think you can get away with - don't bother with complete, grammatically correct sentences ask rhetorical questions and then answer them. For example, ask questions and let the audience answer them don't use a poem, quote or someone else's words to open your presentation. Speak from the heart - trust that what you have to say is important and interesting.  encourage the audience to participate and ask questions change your presentation as you go to better suit your specific audience.   What if I can't stand all those people staring at me? When you speak in public you basically give people permission to stare at you. Some people really like the attention. However, for many people the assessing, cool gaze of a crowd can seem very exposing and scary. As you begin speaking, you will begin to warm up the audience and see them more as people. The best way to deal with that initial vulnerability is to hide or stand next to something that the audience can look at instead of you. Hide behind something: a notepad on your lap (at a meeting) a table (at a meeting), do all your fiddling underneath the table where it can't be seen a podium (at a presentation), make sure it's a comfortable height written information that you will refer to while you speak. People will have to look down at their laps every time you refer to the notes, giving you a brief interlude from being stared at. Stand next to something they can look at: props related to your topic - a sample bike, a model of a street designed to slow down traffic etc. a flipchart pad with notes on it an overhead with information on it slides other people - sit on a panel discussion or invite your audience to speak up, this shifts attention away from you as well. What if I get confused about what I was saying? Make notes for yourself. Making notes is quite personalized to your style - some people like to have each sentence prepared before they speak, others just like to outline that basic points. Any notes you make must: be large enough for you to read. If you will be standing up, make sure you can see what you've written at that distance. You can write the outline to a workshop or speech on a big piece of paper that everyone can read - then you can easily see it and everyone else knows what you'll be talking about. be easy to read. Make sure you can read your own handwriting or type out your notes. have time limits. Talking for too long or too little is a common problem. Know how much time you have to speak and what you want to say before you start speaking. Make notes in meetings. Keep a note book on your lap to write down people names (according to where they're sitting) to help you remember. If you want to make a point, write it down briefly so you won't have forgotten before your turn to speak comes up. Hand out written information. You don't need to say everything in your speech.    Some of the information is quite technical, what if I bore them to death? If you want to quote a lot of statistics or technical information, put them down on paper so people can read them. It's easier for people to absorb details if they have a chance to look at them. Use visual cues, like pie charts and graphs, that summarize the information.  Talk only about important technical points. As you speak, people visualize what you're saying. It's much less work for your audience if they can look at a visual image of what you're saying. Then you can focus your talk on the certain aspects that you want to emphasize. "As you can see these plans are quite complex, but I'd like to draw your attention to ..." is a way to do this. You can also hand out a lot of information to reinforce your credibility to a sceptical crowd. When you speak you can expand on that topic, now that they've absorbed the background information. Introduce any acronyms before you start using them. Say them in full at least once before you start using the short forms. Consider writing them on a big piece of paper, or a sheet you hand out. Ask the audience what level of expertise they have in the field before you start talking. For example, find out if they know what "traffic calming" means by asking them to show hands if they know what it is, and asking them to give their definition of it. As you get to know the audience better, you can talk with them more effectively.     What if I work myself into a nervous frenzy and I avoid the whole task? Practice is the only way you can get over your fear. Try and practice speaking your mind in more comfortable situations first - small groups, with people you know, short comments about very familiar topics. Then work your way up to more difficult tasks. The skills that you learn in easier situations (how to breathe, how to stop fiddling, how you prefer to make notes etc.) will help you in the more difficult ones.  Don't worry about giving a perfect speech. Try and speak as if you were in an ordinary conversation. It's okay in most situations to stop and shuffle through notes, say "Wait, I almost forgot to say this" and use incomplete sentences and slang. Try listening to the conversations of people on the bus or at lunch - people rarely speak in complete sentences or in entirely logical sequences. Your presentation doesn't have to be any different.   Do I need training in public speaking? There are classes in public speaking that can give you very advanced skills. They also improve your confidence. However, it may not be what you need. Generally, public speaking courses focus on formal business presentations and mass speaking (to very large crowds). For most people, practice is the best teacher.   How can I involve other people in my presentation? The idea of just talking at people and never hearing from them is socially unusual. Don't be the only voice. You can feel more comfortable by acting as a person leading a conversation. Speak on a panel, ask the audience questions, end your comment in a meeting with a question to another person. Begin a workshop by asking people what they want to learn. Write their questions down on a big piece of paper. Then, as you talk, you can speak directly to the person who asked that question, and you don't have to worry if you're boring them. Share your power. Playing the expert only makes you anxious about being "caught". If you don't know something, ask "Does anyone else here know the answer to Mary's question?". If yes, then let that person speak. If no one knows, say "That's a good question, maybe I can look into it and get back to you on it afterwards." Ask the group to contribute their ideas. The people you're talking to know something about what you're saying - even if it's just an awareness of what they want to learn. Ask them questions like "in your experience, how have you approached (riding your bike in winter, coordinating volunteers, marketing plans or whatever you're talking about)." This helps people stay awake and involved in what you're saying.   Sample interactive presentation on marketing bicycle trailers 15 mins. Introductions (ask everyone to introduce themselves and say what they want to learn) 15 mins. Intro to the topic (give out handout on status of current sales, marketing info)  20 mins. Traditional marketing options (present researched background, brainstorm ideas)  20 mins. Barriers to marketing (break into small groups to identify barriers and brainstorm solutions, share with larger group, you write up the ideas)  30 mins. Options for working together (you check off questions as they've been covered, handout resource sheet, are there any possible proposals for working together - ie. marketing coop?)  20 mins. Checkout - ask participants to hand in workshop evaluation forms, sign up on mailing list for further workshops, ask everyone to briefly say their final comments about the topic.

What if I look at all those faces and my mind goes blank?

That's known as panic. It will pass while you shuffle papers. It can also be avoided by preparing to speak.

Wear a watch so you know what time it is. Turn it to the inside of your wrist so you can look at it without anyone knowing that you're checking the time.

Always come early to speak. Run through the checklist to make sure the room is set up the way you want. Sit in the seats where people will be looking at you - is it far away, will you need to speak up. Is the lighting ok? Go to where you want to speak. Sit there until you feel comfortable in that space. Watch people as they come into the room - are they tired, excited, busy? Do they work together, are there several distinct groups you'll be speaking to? Listen to their conversations as they settle in, what's on their mind?
 

What if I have to go to the washroom?

Being nervous can give you diarrhoea or make you want to pee constantly; it's a natural response of your body to fear. Go to the washroom about an hour before you start to speak and stay there for at least five minutes - it may be hard for your body to relax enough so you can go. 
 

Checklist
While you're in the washroom:

	fly is zipped up
	no food in your teeth
	contact lenses feel comfortable
	clothes are tidy
	no smeared make up
	no paper stuck on your shoe
	nose is clean

Once you think you're looking presentable - you can be pretty confident that your appearance won't change that much in an hour. 

Once you've been to the bathroom, sip water and eat food that won't upset your stomach. Don't drink coffee, tea or alcohol to relax yourself - these drinks will make you want to race for the bathroom every ten minutes.

Keep water and snacks on hand while you talk. Your mouth will get dry as you speak - it's a physical part of fear. Keep a granola bar or nuts in your pocket to quietly snack on when you give a long presentation. Pick any food that's portable, filling and not messy to eat or chew.
 

What if I can't breathe?

Your body's natural response to stress is to take quick, shallow breaths to pump oxygen to your limbs to prepare for action. If you try to speak while taking such shallow breaths, you will quickly run out of air. In fact, you need even more air than usual because your body is very alert. Breathing quickly can make you more anxious, because you can hear yourself straining to inhale when you pause, and because you will start speaking more quickly in order to get to the end of a sentence and breathe.

There are several tricks to keeping your breathing calm:

	If possible, sit down to do these exercises. Sit down to speak too, so you don't shake.
	Practice taking deep breaths just before you start speaking. Breathe in through your nose and out through your mouth. Slowly count to ten for each breath. This rhythm of breathing will calm down your body and make you less nervous.
	Make sure you have enough time to speak so you don't feel rushed or worried. Practice what you want to say and time it. If it's a long presentation, make notes in the margins about how long each section should take you, so you know how you're doing for time.
	Speak slowly. People won't notice you pausing for breath if you speak at a slow pace. You can take short breaths at the end of each sentence, and a long one at the end of a paragraph.
	Put a big * in your notes at the end of each section where you can take a deep breath. If the pause you take to breathe seems very long, you're speaking too fast - start again a little more slowly.

What if I'm in a group and can't get a word in edgewise?

It's hard to get the attention of the group, remember what to say and breathe all at the same time. In some groups, especially when people are very familiar with each other, the pace of conversation is very fast. Also, norms about the pace of speaking vary across cultures, cities and peer groups. You may be in a group where people talk faster than you do, and they don't realize they are not letting you speak.

Keep a notepad in front of you and write brief notes on it so you remember what to say.

Use body language to get their attention. In most social settings, taking a deep breath is a sign that you want to speak. You can do this (as if you were about to speak) while someone is still talking, to warn them that you have an idea. Then lean your body forward and keep eye contact with the person speaking, or with other group members. Be ready to jump in as soon as they finish. If the group is still not slowing down for you, holding your hand up to speak should get their attention.

Mention to the group or the person chairing the meeting that you're finding it hard to speak up. They have a responsibility to help you participate. They can make a list of whose turn it is to speak, stop people from cutting you off or ask everyone to slow down and put their hand up before they talk. Chances are that if you are finding it hard to talk, other people are too.
 

How can I warm up my audience?

Meeting an audience is like meeting a person - each one has moods and a distinct personality. Understanding your audience as a many-headed entity, as well as a collection of some potentially really nifty people will help make you less nervous.

An introduction paves the way. When you see TV hosts walk out to a roaring crowd, remember that the crowd has been introduced and "warmed up" for about half an hour before that person gets on stage. This is the same as asking a friend to introduce you to someone, the audience will be more willing to be friendly with you now that they know "who you are." 

You can be introduced by:

	sitting on a panel with a moderator,
	being one of a series of speakers,
	introducing yourself and your topic
	asking your audience to introduce themselves (if the group isn't too big).

If you are attending a meeting where you don't know people, ask that everyone introduce themselves before the meeting begins. Write down names as they go along, this will help you remember.
 

What if someone  makes me look like a fool?

Wherever you go to speak, you're there because someone wanted to hear what you had to say. Make sure they attend the presentation - that way, you can be secure of having at least one ally in the audience. 

Sometimes, you'll encounter someone who's sceptical about what you're saying, someone who wants to test your expertise or someone who's had a bad day and wants to take it out on you.
 

Moody crowds
Groups have personalities, just like a person. How you handle someone being rude depends on whether they represent their entire group or not.

If you've come early to the room and you've listened to people talking, you should have a sense of their mood. Someone may be rude just because they're having a bad day. If the group's mood is positive in general, try and be as polite as possible and continue your presentation. Focus your attention to someone who has a friendly face - there's always someone who does - and talk to them directly for a while until you get warmed up. Don't make eye contact with or speak to the person who was rude, this will discourage them from speaking again for a while. 

If the group is grumpy in general, take it easy until they have time to shift gears and begin to enjoy your presentation. Try and be low-key and humorous.
 

Sceptics
If you've been speaking for a while before you get challenged, then you can assume that the mood is not just leftover from a bad day, but that at least one person doesn't like what you're saying. Try and be polite and address their concerns, but don't put up with abusive language or nasty comments. Sometimes the moderator, or at least the person who invited you to speak, will step in on your behalf. 

If you have reason to believe the audience will be sceptical, be sure to prepare your sources, statistics and facts in advance. Also, try and draw out the audiences questions as quickly as possible, don't let them stew and get irritated. Write a list of their comments and work through them systematically. Be respectful when you do this, no one likes to be told they're wrong, including your audience. Agree with them whenever possible and say things like "I always thought that too, until someone explained it to me like this..." Be open to learning from their point of view as well - why start an argument if you don't need to?
 

Repeated questions
Really sceptical groups will ask the same question ten different ways because they just don't like the answer. Write them down on a big piece of paper and address them as best you can one by one. You can even ask for everyone's questions all at once and write down a list. Once people feel they've been heard - and they can look at their questions on the paper - they won't interrupt as often.
 

One person creating a big fuss
Try and assess if the person represents the entire group. If not, politely say "I can address your questions/comments after the presentation, but right now I'd like to continue with what we'd planned to discuss."
People who are truly obnoxious sometimes crash meetings just to make trouble. The organizers should provide security for the evevnt, who will escort the person out. Yes, they have a right to speak, but so do you. And they can organize their own event if they want to be heard, not disrupt yours.
 

Maintaining expert status 
If you want to be an expert, most groups need to be convinced at least once that you know what you're doing. You can do this by handing out well-researched background information, saying the name of a person or organization that will let them know you are a colleague ("as the Minister/famous person/someone they all know once said to me...) or quoting a source that they respect.

You don't always have to be the expert. Quite often, people who want to hear you speak arrive with a lot of knowledge about the topic, and are willing to learn more. You can facilitate the group discussion and sharing information without having to establish yourself as an "expert" who knows more than they do. Ask the audience to work with you to find solutions to your common problems.

Most groups like it if they see you as someone like themselves who's perhaps a few steps ahead of them on an issue - which you will be, having prepared for this presentation. You can find a middle road of "expertise" that is comfortable for you and them.

by Regan McClure

Checklist for a room before you begin speaking

Think about what requirements you might have well in advance of the presentation. Run through this checklist and try to find out as much as you can about the physical environment, the equipment you'll be using and the social environment before you arrive at the door.

Date of presentation:

Location:

Do you have specific directions to the location:

Room number:

Capacity of room:

Number of people expected at your presentation:

Is pre-registration required for the event? If so, by what date will you know the attendance?

Length of presentation:

Other speakers: Before? _______ Topic:

After? _________ Topic:

If you're part of a larger event or program, what is the theme, who else will be presenting and who is the audience?
 
 

Equipment

Will there be a microphone? Mikes are necessary for groups of more than 40, or even 30 if you have a soft speaking voice. If you're outside, the wind might require you to use a mike for even smaller crowds. 

Is the microphone on a podium, wired in but movable or wireless? Will someone be available to test it and instruct you on using the sound equipment?

Will their be flip chart, paper and a marker available?

Is an overhead projector available?

Natural light or fluorescent?

Are there lighting controls in the room?

Can you enter the room early to asses the physical space, or will it be occupied?

Will food be served? Snacks? A meal?

Will there be water for all the speakers to drink?

What is the seating arrangement?

Fixed seats - in rows

People will be sitting at round tables

Movable seats - they will arrange

- you should come early to arrange

Is there room to move around and do games/ activities/ exercises?

Are there other activities going on the room while you're speaking (ie. other workshops, a television, kitchen preparation etc.) What kind of noises will you have to speak over? Are there many other distractions?

Is there smoking in the room?

Bibliography

Is There a Speech Inside You? by Don Aslett, Writer's Digest Books, Cincinnati, 1989. The best book I've read on public speaking, mostly focused around traditional "speech" making. A detailed book with such info as using different microphones, doing TV presentations and preparing your topic. Mostly for dealing with large audiences.

Rise Up: A New Guide to Public Speaking by Sandie Barnard, Prentice Hall, Scarborough, 1993. A good introduction to making presentations, formal style talks with medium size groups.

Painless Public Speaking by Sharon Anthony Bower, Thorsons Publishing, England, 1990. Focus on preparing for your speech and overcoming anxiety.

You mean I have to stand up and say something? by Joan Detz, Atheneum, New York, 1986. A good book for people who aren't looking to be "professional" public speakers, but just get over the fear of public speaking. Deals with situations like impromptu presentations at receptions, events, weddings etc.

Workshops and Seminars: Planning, Producing and Profiting by Pat Roessle Materka, Prentice Hall, New Jersey, 1986. Aimed at business presentations and professional speakers, this book is very helpful for dealing with workshop-style small group dynamics, helping group discussion, ideas for creative presentation and other useful tips.