Public Speaking Dilemma: What To Do When You Don't Have Enough Time

Do you have a standard hour-length presentation, but your host can only spare a half hour? Are you in the middle of a presentation when you realize that, due to a late start or abundant questions, you are running out of time?

 

No matter what your topic, always be flexible and ready to cut short your session (or ready to lengthen, as the case may be). Here are some ways to make sure your presentation always fits the time slot.

 

Pointer #1: Use a timed outline

 

When you create your presentation outline, include time estimates next to each section (I like to add mine in red to make them easier to spot on the page).

 

A brief, one-page bulleted outline (or two pages double-sided) will be easier to time than a long, rambling novel written in paragraphs.

 

Practice your presentation and jot down time estimates as you go (two minutes for opening, five minutes for section I, seven minutes for section II, etc.) When you get to the end, add up all the time and determine whether you should add to or subtract from any sections to make it all fit into the allotted time slot.

If you have to edit severely to fit into a different time frame and your presentation will be adversely affected, you might want to develop separate self-contained presentations for short, medium and long time slots.

 

Pointer #2: Shift information depending on its priority

 

If you notice that you are running out of time while in the middle of a presentation, you may have to shift some of your content around. If you have important points at the end of the presentation, now is the time to bring them forward. As soon as you notice the time crunch, start changing the order of your sections.

 

When creating and practicing your presentation, it's always a good idea to think ahead about how you would handle this situation. The layout of your bulleted outline should make it easy to see which sections to leave out, move up or move down.

 

If you have to leave out something that you feel is important, gather business cards from the audience and offer to e-mail them additional content.

 

Pointer #3: Supplement with handouts

 

There's usually some information that we want to share, but that we don't necessarily want to include in our live presentation. You might have some relevant articles to supplement your workshop, or you might have charts and graphs that you didn't have time for or the technology to project.

 

Use handouts wisely. If the material does not need to be reviewed during your presentation, then leave handouts at the back of the room for the audience to pick up on the way out. If you choose to put them on seats before you begin, be aware that your audience may spend half the time reading and not listening to you.

 

Your handouts should always include your contact information and a link to your website, if you have one. Make sure all resources and references are clear and easy to read; use graphics if appropriate and leave a lot of white space on the page. Don't overload handouts with text; make them concise and relevant to your presentation. Otherwise, they will end up in the recycling bin!

 

Follow these suggestions, and you will always be prepared, no matter how much (or little) time you have.

 

To your speaking success

 

Fran Watson

 

P.S.  Click here for more info

 

 

 

 

Why Toastmasters?

If you are in customer service in any capacity, you can benefit from learning to develop or enhance your speaking skills.

If you are an employer, your business might benefit from allowing/encouraging your staff to attend weekly meetings where they will have the opportunity to learn and practice some of the following: how to organize their thoughts, get to the point and how to deliver effective communication.

Often you may be called upon at the last minute to give a presentation or a talk on something you’ve been working on, or something for a new client. You begin to panic. Toastmasters can help you think on your feet and be well organized so that this will become easy for you.

Communication is a two-way conversation and it involves more than just talking. It also involves shutting up (aka listening). You will often hear people say, “I have no problem talking”, and those around them are well aware of that. These people may have a problem letting other people talk.

How many times have you been at a meeting where the person is supposed to speak only for 5 minutes and 15 minutes later they are still at it? At Toastmasters you learn how to craft a speech to fit within a specified time frame. Lights or cards are used to let you know the timing of your speech.

Listening skills are an important part of communication. It is important to listen well enough so that you really “hear” what the other person is saying. At our weekly meetings the Quizmaster tests the listening skills of the group by asking questions about things that went on during the meeting.

Leadership skills – are developed as members take on roles such as Toastmaster, Table Topics Master, Timer, Quizmaster, General Evaluator and others. Each person takes control of the lectern for their role and you have a chance to earn the Competent Leader award as you work through various roles such as: Speaker, Speech Evaluator, Timer, Grammarian, Ah Counter, Toastmaster, Mentoring a New or Existing Member, etc.

Do you have to evaluate people for yearly Performance Appraisals? It is important to learn how to correctly evaluate someone so that they learn about the things they need to improve while being recognized for the things that they already do well. If all they hear is criticism, they don’t feel very good about themselves.

One of the biggest challenges of a leader is to be able to give feedback to others on their performance. Feedback involves praising others to reinforce their outstanding performance and offering suggestions to improve their performance. Often leaders are uncomfortable giving feedback.

If team members are to perform to their potential, they need to know what they are doing well, what they are not doing well, and how they can improve. If you want to improve your team’s performance, you must be able to comfortably offer feedback to team members. Toastmasters teaches the “sandwich technique” for evaluations. Start with something positive, insert the message about things that could be improved and end with a positive comment. Come to a meeting and find out more.

Have you ever listened to a boring lecture where the person just drones on and on with no variety or depth to their voice? It’s enough to put you to sleep. Speech #6 will help you learn how to effectively use your voice for the highs and lows to keep people’s attention, (be expressive, use pauses for effectiveness, control your volume, pitch, rate and quality). Keep your conversations lively and worth listening to.

Body language - Your body often speaks louder than your actual words and people “read” what you are saying by the way you say it. Learn how to use gestures and eye contact to keep the audience watching and listening. Project Speech #5 - "Your Body Speaks" gives tips on how to use stance and movement, gestures, facial expression and eye contact naturally to enhance your communication.

Research techniques are developed as you prepare for your roles. If you are providing the word of the week, you will research the word to find out where it came from and what it means. If you are giving the Toast, you may want to look up more information on the weekly theme. If you are giving an Educational Tip, you will want to research your topic and prepare. Speech #7 from the Competent Communicator Manual gives you tips and ideas on how to research your topic to get the facts you need to support your message.

I hope this article has intrigued you and that you will consider joining us. Toastmasters is an international non-profit club run by volunteers to improve our public speaking ability by speaking regularly in a supportive environment with a solid program and helpful feedback.

Anyone over 18 who is interested in public speaking can join. Clubs have a great mix of experienced and beginning speakers, young and old. We believe that a diverse club offers the best learning opportunities.

You can find out more about Toastmasters by checking out the website here You will also be able to find a club near you here


Have a wonderful day.

Fran Watson
Toastmasters District 61

Develop Leadership and Communication Skills with Toastmasters

How to Become an Ideal Leader

When you are at work, do you get frustrated because things don't seem to be happening the way they’re supposed to be? You see people milling around but nothing gets accomplished. And in the daily hustle and bustle, do you feel that your goals remain just that – goals. Then maybe its time for you to stand up and do something about it.

Most people are content just to stand around listening for orders. And it isn't unusual to adopt a follow-the-leader mentality. But maybe, somewhere inside of you, you feel the desire to make things happen – to be the head, not the tail. Then maybe leadership just suits you fine.

Some people believe that great leaders are made, not born. Yes, it may be true that some people are born with natural talents. However, without practice, without drive, without enthusiasm, and without experience, there can be no true development in leadership.

You must also remember that good leaders are continually working and studying to improve their natural skills. This takes a commitment to constantly improve in whatever endeavor a person chooses.

First of all, let's define leadership. To be a leader, one must be able to influence others to accomplish a goal, or an objective. He contributes to the organization and cohesion of a group.

Contrary to what most people believe, leadership is not about power. It is not about harassing people or driving them using fear. It is about encouraging others towards the goal of the organization. It is putting everyone on the same page and helping them see the big picture of the organization. You must be a leader not a boss.

First of all, you have to get people to follow you. How is this accomplished?

People follow others when they see a clear sense of purpose. People will only follow you if they see that you know where you are going. Remember that bumper sticker? The one that says, don't follow me, I'm lost too? The same holds true for leadership. If you yourself do not know where you're headed to, chances are people will not follow you at all.

You yourself must know the vision of the organization. Having a clear sense of hierarchy, knowing who the bosses are, who to talk to, the organization's goals and objectives, and how the organization works is the only way to show others you know what you are doing.

Being a leader is not about what you make others do. It's about who you are, what you know, and what you do. You are a reflection of what you're subordinates must be.

Studies have shown that one other bases of good leadership is the trust and confidence your subordinates have of you. If they trust you they will go through hell and high water for you and for the organization.

Trust and confidence is built on good relationships, trustworthiness, and high ethics.

The way you deal with your people, and the relationships you build will lay the foundation for the strength of your group. The stronger your relationship, the stronger their trust and confidence is in your capabilities.

Once you have their trust and confidence, you may now proceed to communicate the goals and objectives you are to undertake.

Communication is a very important key to good leadership. Without this you can not be a good leader. The knowledge and technical expertise you have must be clearly imparted to other people.

Also, you can not be a good leader and unless you have good judgment. You must be able to assess situations, weigh the pros and cons of any decision, and actively seek out a solution.

It is this judgment that your subordinates will come to rely upon. Therefore, good decision-making is vital to the success of your organization.

Leaders are not do-it-all heroes. You should not claim to know everything, and you should not rely upon your skills alone.

You should recognize and take advantage of the skills and talents your subordinates have. Only when you come to this realization will you be able to work as one cohesive unit.

Remember being a leader takes a good deal of work and time. It is not learned overnight. Remember, also, that it is not about just you. It is about you and the people around you.

So, do you have the drive and the desire to serve required of leaders? Do you have the desire to work cooperatively with other people? Then start now. Take your stand and be leader today.

Toastmasters International is a not-for-profit organization designed to help you grow your communication and leadership skills during weekly meetings. Each meeting you have an opportunity to take on a role such as Chair, Toast, Word, Joke or Story, Table Topics Master, Education Tip, Speaker or Evaluator. Each week you learn more about the various roles and how to improve your speaking and presentation skills. Each week you receive feedback from other members of your club on how you performed your roles and how to enhance your communication skills.

Communication and leadership skills are vital if you want to improve your lifestyle and your employment opportunities. Check out a Toastmasters Club near you today. You can find one by going to http://www.toastmasters.org

To aspiring leaders everywhere!!

Fran Watson
District 61 PRO (Public Relations Officer)
http://www.toastmastersdistrict61.org

Growing Your Vocabulary

Boys flying kites haul in their white winged birds;
You can't do that way when you're flying words.
"Careful with fire," is good advice we know,
"Careful with words," is ten times doubly so.
Thoughts unexpressed many sometimes fall back dead;
But God Himself can't kill them when they're said.

—Will Carleton, The First Settler's Story.

The term "vocabulary" has a special as well as a general meaning. True, all vocabularies are grounded in the everyday words of the language, out of which grow the special vocabularies, but each such specialized group possesses a number of words of peculiar value for its own objects. These words may be used in other vocabularies also, but the fact that they are suited to a unique order of expression marks them as of special value to a particular craft or calling.

In this respect the public speaker differs not at all from the poet, the novelist, the scientist, the traveler. He must add to his everyday stock, words of value for the public presentation of thought.

A study of the discourses of effective orators discloses the fact that they have a fondness for words signifying power, largeness, speed, action, color, light, and all their opposites. They frequently employ words expressive of the various emotions. Descriptive words, adjectives used in fresh relations with nouns, and apt epithets, are freely employed. Indeed, the nature of public speech permits the use of mildly exaggerated words which, by the time they have reached the hearer's judgment, will leave only a just impression.

Form the Book-Note Habit


To possess a word involves three things: To know its special and broader meanings, to know its relation to other words, and to be able to use it. When you see or hear a familiar word used in an unfamiliar sense, jot it down, look it up, and master it.

Use a new word accurately five times and it is yours. Professor Albert E. Hancock says: "An author's vocabulary is of two kinds, latent and dynamic: latent—those words he understands; dynamic—those he can readily use. Every intelligent man knows all the words he needs, but he may not have them all ready for active service. The problem of literary diction consists in turning the latent into the dynamic."


Your dynamic vocabulary is the one you must especially cultivate.

Form the Reference-Book Habit


Do not be content with your general knowledge of a word—press your study until you have mastered its individual shades of meaning and usage. Mere fluency is sure to become despicable, but accuracy never. The dictionary contains the crystallized usage of intellectual giants. No one who would write effectively dare despise its definitions and discriminations. Think, for example, of the different meanings of mantle, or model, or quantity. Any late edition of an unabridged dictionary is good, and is worth making sacrifices to own.

Word derivations are rich in suggestiveness. Our English owes so much to foreign tongues and has changed so much with the centuries that whole addresses may grow out of a single root-idea hidden away in an ancient word-origin. Translation, also, is excellent exercise in word-mastery and consorts well with the study of derivations.

Search Faithfully for the Right Word


Books of reference are tripled in value when their owner has a passion for getting the kernels out of their shells. Ten minutes a day will do wonders for the nut-cracker. "I am growing so peevish about my writing," says Flaubert. "I am like a man whose ear is true, but who plays falsely on the violin: his fingers refuse to reproduce precisely those sounds of which he has the inward sense. Then the tears come rolling down from the poor scraper's eyes and the bow falls from his hand."

The same brilliant Frenchman sent this sound advice to his pupil, Guy de Maupassant: "Whatever may be the thing which one wishes to say, there is but one word for expressing it, only one verb to animate it, only one adjective to qualify it. It is essential to search for this word, for this verb, for this adjective, until they are discovered, and to be satisfied with nothing else."

Here is an exercise to help you grow your vocabulary: 

Find as many synonyms and antonyms as possible for each of the following words: Excess, Rare, Severe, Beautiful, Clear, Happy, Difference, Care, Skillful, Involve, Enmity, Profit, Absurd, Evident, Faint, Friendly, Harmony, Hatred, Honest, Inherent.

Subscribe to "Wordsmith" and get a word each day.

Don't be pugnacious!

Fran

http://www.franwatson.ca/PublicSpeaking/index2.html

Are you Edacious?

I subscribe to a daily word service. Each day I am sent some interesting words to add to my vocabulary and today's word is one that can easily be incorporated into anyone's conversation, arousing a bit of interest and an opportunity to share it's meaning. If you are the Word Master for a Toastmaster's Club, it is an excellent word to bring to the table. I would like to encourage you to be an edacious Toastmaster or Public Speaker devouring all the information you can about the subject of public speaking.

A.Word.A.Day
with Anu Garg


edacious
PRONUNCIATION: (i-DAY-shuhs)
MEANING: adjective: Devouring; voracious.


ETYMOLOGY:
From Latin edere (to eat). Ultimately from the Indo-European root ed- (to eat, to bite) that has given other words such as edible, comestible, obese, etch, fret, and postprandial.


USAGE:
"For too many years my edacious reading habits had been leading me into one unappealing corner after another, dank cul-de-sacs littered with tear-stained diaries, empty pill bottles, bulging briefcases, broken vows, humdrum phrases, sociological swab samples, and the (lovely?) bones of dismembered children."
Tom Robbins; In Defiance of Gravity; Harper's (New York); Sep 2004.

You can sign up for your own "word of the day" by going to Wordsmith.org and I would encourage you to be a more edacious reader and learner.

To a Better You!!

Fran Watson

P.S. Check out this book - Mastering Public Speaking

Procrastination Prevents Public Speaking?

Do you believe that you have to wait until things calm down a bit before you get your act together?

Do you keep telling yourself that tomorrow you will get at that chore you’ve been putting off, that course you’ve been wanting to take, that phone call you’ve been going to make, take some time to look after yourself, go to the spa, take a hot bath, etc. etc.?

Well then, you are normal. Most of us are waiting until tomorrow, but the truth is, as Sarah Ban Breathnach says, “life never calms down long enough for us to wait until tomorrow to start living the lives we deserve. Life is always movement, always change, always unforeseen circumstances.”

So, what are our options? How do we begin working on this life of ours to make it more satisfying? Sarah says “We can accept, bless, give thanks, and get going. “ Wow, what a concept. Accept things as they are. Give thanks for our circumstances and then just get on with things.

As I read the thought for January 25th from Sarah Ban Brethnach’s Simple Abundance, A Daybook of Comfort and Joy, I was struck by how many things I have let slide. How many times procrastination has crept in and how many opportunities this has cost me. How many times have you had a thought, “I should call so and so”, but then let it slide only to find out later that something happened to that person, they moved away, or they died and that opportunity will never come again. How many friendships have you let slide? How many times have you turned down the chance to do something just for yourself – taking a nice long bath for instance. I can hear you now - “Oh, I couldn’t do that, there is laundry to do, dishes to be done, the house to clean, etc., etc., etc.” Well, those things will always be there. It’s time to stop making excuses. You will NEVER FIND THE TIME to do anything. You need to MAKE THE TIME to do what it is you want to do.

Sarah encouraged me to “Call a friend for lunch, begin to read or even write that novel, organize your papers, try a new recipe for dinner, smile at everyone you meet, sit and dream before a blazing fire, pick up your needlepoint again, act as if you’re grateful to be alive, scatter joy.” Simple things to get us started on LIVING out life instead of letting it pass us by.

Now it is your turn. Think for a moment about one thing that you can do that will bring you genuine pleasure…and then do it.

Think about one thing that will move your business forward…and then do it.

Think about one thing that will improve your relationship (if you are in one)….and then do it.

Simple things, and easy to do…IF we just go ahead and do them.

What will you do today????

Fran Watson

P.S. Think about one thing that you can do and then speak about!!

www.franwatson.ca/SFIsplash.html

What Have YOU Learned Lately?

If we do not change our direction, we are likely to end up where
we are headed.
~ Chinese Proverb
************

We all have ability. The difference is how we use it. ~ Stevie
Wonder
****************

Unless you try to do something beyond what you have already
mastered, you will never grow. ~ Ronald E. Osborn
**********************


What Have You Learned Lately?

By Barbara Winter

Every time I left my house, I used to see a poster near my front
door that read, "It's not where you're going...it's where you're
coming from." While that might sound like a bit of leftover
jargon from the sixties, it also bears a truth that touches us
all. Any project, any goal, any relationship with which we're
involved is colored by what we bring to it.

For a long time, I've had a strong predilection for being around
people who are positive, enthusiastic and creative. Somewhere
along the way, I realized that those nurturing kinds of people
would probably not show up in my life unless I was one myself.
And so my personal quest began to become the person I wanted to
hang out with. The quest isn't over yet, but the things I've
learned have been amazing. For example, how do ordinary people
become life's big winners?

One of the most interesting answers to that question came from
author Robert G. Allen in his book, "Creating Wealth." "The will
to prepare to win is more important than the will to win.
Preparing usually means doing those kinds of things that
failures don't like to do. It means studying and learning. It
means reading books, going to seminars. It means not being
afraid to corner experts and ask foolish questions."

Sometimes finding the time - or motivation - to keep learning
seems to be a huge challenge. As busy adults, we may have
forgotten to make Lifelong Learning a high priority. Or maybe we
never had the benefit of a teacher like Rafe Esquith who helped
us discover early on the joy of learning. I recently read his
book

"Teach Like Your Hair's on Fire" and was wildly inspired by his
story and the academic and creative wonders he consistently
turns out. Esquith teaches fifth grade in Los Angeles. Most of
his students come from immigrant homes where English is the
second language. Nevertheless, in addition to performing well
academically, all Esquith's students learn to play a musical
instrument and their annual Shakespearean performances have
received national attention. What Esquith - and all great
teachers - demonstrate is that the potential to soar resides
within all of us, but it needs to be coaxed and nurtured.
Happily, putting yourself in a roomful of others who are on the
same journey can accelerate that process.

Brian Tracy, one of the leading authorities on personal
achievement, makes this observation: "Increasing your knowledge
and skills is like using high-octane fuel in your engine on your
way to your destination...Unfortunately, for most people, their
earning ability is a fixed, or even worse, depreciating asset.
Because of this, most people just have a 'job' which stands for
'just over broke.'"

So it's probably no coincidence that the people who are the most
Joyfully Jobless just happen to be Lifelong Learners as well.
One of those folks was a woman named Donnie, but she didn't
start out with entrepreneurial ambition. Donnie Nair was a
successful real estate salesperson who came to her success after
being a housewife, mother and civil servant. Of those earlier
years she said, "I was absolutely happy and had no ambition
whatsoever."

So what unleashed this super saleswoman who continuously broke
sales records? Donnie said it sneaked up on her when she was
sitting in a Tom Hopkins Sales Seminar one day. "It was like a
light went off in my head. I just knew he was talking about me.
Success really was available to anyone who wanted it." Her
business took off like a rocket. "It didn't matter what goals I
set for myself," she recalls. "I always surpassed them."

What set Donnie Nair apart from those who are less successful
was her continuing effort to grow and learn. One evening she
called me as she was driving to a class. I asked her what she
was studying now and she said, "It might sound silly, but I've
always wanted to learn how to sing so I'm in a class for
beginners who can't carry a tune in a bucket."

Socrates said, "Let him who would move the world, first move
himself." With all the resources - the books, the seminars, the
insights of others - available for a pittance, it makes no sense
to skip the critical preparation stage. Because, in the final
analysis, winning isn't about what you have or even what you do.

Winning is about becoming the person you were meant to become,
no matter how long and difficult that journey may be. So study
and learn all you can. Take advantage of every resource you can
find. You never know what might happen if you do. Like Donnie
Nair, you could find yourself sitting in a roomful of strangers
and suddenly meet yourself.


About the Author

Barbara J. Winter is a Las Vegas-based writer, speaker and
enthusiastic fan of Changing Course. In addition to conducting
seminars for the Joyfully Jobless, she also publishes the
Winning Ways newsletter. Barbara is currently at work on a
collection of stories from people who have made the transition
from employee to entrepreneur. She'll be joining Valerie in
Northampton, MA on April 11-12 for the annual Work at What You
Love workshop (http://ChangingCourse.com/workshop.htm). Visit
Barbara online at http://BarbaraWinter.com