Public Speaking: A How-To Guide

Public speaking is no walk in the park for most people. In fact, statistics show that people fear public speaking more than flying and even death!

We've all felt sorry for the flustered, nervous, hand-wringing guy (or gal) who "um's" and "uh's" his way through a speech that he's trying to read from a crumpled paper. It's worse if there's a microphone involved. Worse still if the unfortunate fellow doesn't have the crumpled paper because the boss has put him on the spot to give a report.

Yet we've also seen individuals who are able to captivate an audience with the driest of information, even on a moment's notice. What is the difference?

I have studied good speakers and have spoken in public on numerous occasions. I have found that good preparation, illustrations and visual aids, having people write things down, and simple relaxation techniques all help to make you a dynamic public speaker.

When you know that you're going to have to speak in public, start preparing immediately. Find out how long you will have to give your presentation, so you can plan accordingly. Gather any relevant materials into a folder. You want interesting, up-to-date facts that your listeners can put to immediate use. You also want illustrations - short stories and humorous anecdotes that make a point.

Remember, you are not giving a report like you did in 8th grade! Stop and think of the speakers you've enjoyed over the years. Most of them weave the facts into a series of stories that are relevant to the topic. These illustrations do just that: they paint a picture in the mind of the listener about the topic. They also alleviate boredom (who wants to listen to a speaker recite a litany of dull facts?). They also help your audience remember what you said.

A pastor conducted an experiment one Sunday. He asked his congregation of about 500 people what he'd preached on the previous week. Only three or four people remembered. He decided to improve his public speaking skills. A few weeks later, he preached a series of sermons that were powerful, dynamic, and included a set of stories that built off each other. Years later, people still talk about that sermon series. (In fact, this article bears witness to that fact - I was in his audience!)

As you are putting your speech together, it's helpful to jot down the main ideas on sticky notes. This is sort of like doing an outline, but more movable. Put the notes on a mirror, so you can see yourself as you speak. Begin to go over what you're going to say, albeit in rough form. Don't worry about getting the flow or the timing. Right now you're worried about getting things in the right order and cutting out what doesn't belong. As you work, you should be able to notice that there's bits of fluff that you can trim, or that there's something missing that you must add. Once you are done, label your notes with numbers.

I have listened to dynamic speakers who write down every single word of their message, word for word. I have also listened to dynamic speakers who know the gist of what they will say before they get up there, but basically "go with the flow". I must say that I began as a member of the former group, and have become one of the latter - mostly because I found myself trying to read and re-capture what I had said as I had written. The state of mind I had been in as I wrote was gone, and for me, it just did not work. Now I jot down a rough outline and note any Scripture that I want to reference as I speak. Yet for some people, "manuscript" speaking is the best way. One of the most powerful preachers I know, David B. Crabtree of Calvary Church in Greensboro, NC, prepares his sermons this way. My current pastor, Danny Long Sr. of Level Cross AG, in Level Cross, NC, jots down a few notes - sometimes. Yet he stands up every Sunday and shares powerful, life-changing sermons from the Word of God. I know other speakers, both religious and secular, who draw a few pictures to help them remember what to say. If you do use the manuscript form, I recommend that you highlight the most important bits, in case you need to condense your speech at the last minute.

Use whatever notes system seems best to you - and then practice, practice, practice, practice. Stand in front of a mirror. Stand in front of some friends. If you really want to get good with public speaking, practice in odd situations - on the subway or walking down the street (you know - places where people will stare at you). Find a place where you can stand on a stage, in a pulpit, or in a board room. You may be surprised at how nervous you become in that environment, even with no one there! Rehearse not only your speech, but other things. Read recipes or the works of Shakespeare or the newspaper. If you will be using a microphone, go and get used to using it. If you've never used one, take it from me - they are not the most friendly or natural things. You'll want to have some experience with this before you take the stage. Get a friend or colleague who has lots of experience with public speaking to come and listen. They will be able to offer you invaluable advice and feedback.

I have found that it helps to have one visual aid for any speech. You might use a hand-out or a power-point slide that lists statistics. Another effective tool is to use a visual that goes along with one of your stories. For example, if you are telling a story that talks about apples, bring the largest, reddest apple you can find. Many speakers say that their message is for themselves, too (especially pastors) - an effective trick is to carry a large hand mirror, and speak to the mirror for a few moments. It makes the audience laugh and relieves the tension that arises from being "preached to" about a difficult topic.

As you are practicing, you'll find that you either go "short" or "long". If you go short, you may need to add a story or a few facts to beef up your presentation. If you go long - trim without mercy. There's nothing worse than yawning people and an angry host. Your goal is to have your "practice" speech go 1 minute "short" for every five minutes you are allowed. If you are allowed five minutes, have your practice speech go four minutes consistently. If you are allowed 30 minutes, your practices should be running 25 minutes. As you practice, work on getting the "um's" and "uh's" out. Just refuse to say them. When you come to a spot where you want to say that - just close your mouth and don't say anything. If you listen to a good speaker, there is a lot of silence punctuating their speech! Don't be afraid of it!

So what if you're called on to speak at a meeting, and you have nothing prepared? Just do it. Stand up, take a deep breath, smile at your colleagues, and remember that you are the expert on whatever subject you've been asked to speak about! As you're taking that deep breath, quickly think over some facts and figures in your brain that you know the boss will want to hear. (If this is the sort of thing that may happen from time to time, you might just print out a cheat sheet before your meetings of five quick things you could speak on in case of emergency!) In most of these situations, you're not being called upon to give an hour-long presentation - the boss wants a 5-minute report. If you don't panic and remember that this is your job that you do every day, you'll be fine!

There are several keys to overcoming nervousness in public speaking. If you've done what I have talked about above, you've already accomplished one: Good preparation. Another key is taking good care of yourself. Get plenty of rest, drink lots of non-alcoholic fluids the day before your speech (do watch how much water you drink in the hours before you speak!), and avoid caffeine if it bothers you. Tell yourself that you will do just fine. It's amazing how negative self-talk can destroy us! Remember to breathe normally. I have found that when I'm speaking, I either hold my breath or I breathe too hard - neither of which are good for staying upright! Lastly, know what you will do with your hands. It is not attractive to play with your hair, pick at your clothes, or twirl the microphone cord!

When it is time for you to speak, leave your cell phone in your car! Bring a digital watch to the podium with you, unless there is a visible clock. Do keep an eye on the time but don't be a slave to it. Your goal is to end within five minutes either way of your target, unless for some reason there is a rule that you MUST end on time. When you speak, do so slowly and deliberately. Believe it or not, your normal speaking tone and pace are no good for public speaking. Slow down! When people are listening to a conversation, they are not doing so as intently as people who are hearing a speaker. Usually in a conversation, the person speaking is known to them and it takes less effort to understand. There are also usually less distractions in a face to face conversation, as opposed to having to listen in a whole room full of people. For a public speaker to be heard, they must slow down and speak plainly. Take the time to explain any unfamiliar terms if there are laymen in the audience. Remember to work in your stories and illustrations.

At about 5 points throughout your speech, ask your listeners to write something down - a fact or figure that is truly important. A few months ago I attended a Christian Legal Association seminar. These seminars address a wide range of issues affecting churches and ministries. Dr. Gibbs asked us to write down several key points during his message. Months later I still recall many of those facts - even though some of them weren't directly relevant to my situation! As you ask your listeners to write, be enthusiastic and varied in how you ask: don't just say, "write this down." Dr. Gibbs said things such as "You need to take this home with you. Get your pen and paper out." and "Put this down on paper - it really is important."

If you look up and see that you've taken too long and you still have a few points left, take a deep breath. You have two options. You can either condense them into a few sentences and conclude, cut them out entirely, or beg your host and audience for a few more minutes. If the audience is engaged in listening to you, try the latter. Otherwise, wrap it up. On the other hand, if you've mis-judged time and there are ten minutes left and you have run out of things to say, go ahead and conclude. Very naturally and professionally say, "If there are any questions, I'd love to take them now." If you do this in a large room where you are using a microphone, be sure to either carry it to the person asking, or repeat the question, so that the audience can hear.

As you can see from this article, public speaking is not easy - it is an active process that requires practice and persistence. Yet if you apply yourself, you can become an engaging, dynamic public speaker - yes, you!