• public safety
• neighborhood
• transportation
• recreation and culture
• health and human services
• economic development
• general government

 Tips for Speakers

• Know Your Venue 
• Props 
• Prepare Yourself 
• What to do with difficult questions?
  Difficult Questions/Difficult People
• The Art of Saying "I Don't Know"

Know Your Venue

"Hello, room. Nice to meet you."

• Note the name and address of the facility you are speaking at
• Secure an onsite contact name and phone number
• Call the facility to talk with your contact
• Ask what the room looks like where your presentation is taking place
• Use Google Maps or Miami-Dade County's Trip Planner to see where you are headed and to plan your trip
• Give yourself enough time to travel so that you can find everything okay
• Arrive early
• Examine the room when you arrive, become familiar with the environment, and sit or stand in the audience to see from their point of view
• Observe the entrance where attendees will enter
   
• Is the room football stadium big or conference room big?
• Is there a sound system, or are you on your own?
• If you are using a microphone, test it beforehand so that you are comfortable and feel confident using it
• Setup all materials before the first person arrives; you want to give a good first impression to the attendees
• You only get one chance to make a first impression - room preparedness is a major part of the attendees' initial impression
• You will feel less anxious if everything is in place with time to spare, as opposed to rushing to prepare for your speech
• Make yourself available to shake hands and introduce yourself before the event starts; you are a representative of Miami-Dade County, and you are committed to the meeting's attendees

top
Props

• A prop is an object that you use in your presentation to help illustrate or reinforce a point or to help the audience remember an idea. Audience members weeks or months later often are able to connect the prop with the point of the speech. When preparing for your next presentation, consider using a prop. Here are some suggestions on how to make the best use of the prop.
• Make sure the prop relates to the content of your speech. Don't be tempted to use a prop simply because it is unusual or unique; the prop should connect the listener to what you are saying.
• Power Point and posters and flip charts certainly are effective props in many presentations. 
• Using a PowerPoint requires a projector and a screen.
• Using props to add visual interest to a speech is a common acceptable technique used by both novice and seasoned public speakers. That being said, props should never become the centerpiece of a talk, though they can absolutely be an excellent tool for keeping an audience engaged or highlighting a point.

top
Overheads/Slideshows

• It's customary for many presentations to include overheads or slides into their talks.
• Make certain that you do not rely on overheads or slide shows to give your presentation for you.
• Don't read them word-for-word, don't allow them to become the focal point, and don't force them to make up for a poorly organized speech.
• Use these props to add clarity to some element of your speech.
• Overheads of statistical graphs can make an excellent supplement to a discussion.
• When handled correctly, they should be a speech's "supporting player", not the "star".

top
Handouts

• Many public speakers and lecturers wouldn't consider handouts to be "props"; however, they should be treated to keep them from overshadowing the speaker.
• Handouts are often a distraction to audience members rather than a helpful aid.
• Handouts should be provided at the end of a presentation; handouts are a supplement to the presentation.

top
Chalkboards/White boards

• Many speakers who make speeches in smaller venues (such as corporate boardrooms or classrooms) have the opportunity to use chalkboards or white boards.
• If you're giving a speech and want to note key points on a chalkboard or white board, follow these simple rules:
  • Only write a few words on each line.
  • Never write in cursive.
  • Write all words in large print.

Note: These tools can become a "crutch" to even seasoned public speakers, so if you find yourself with your backside to the audience for more than a few seconds during your speech, curb your white board and chalkboard usage.

top
In The Spotlight - Power Presenter/Speaker Tips

Presenting in front of an audience?
How will you be perceived when the first word is delivered from your mouth?
What image will you portray?
Will you remain calm, appear relaxed, and speak slowly and clearly?

As a public speaker you are performing as an actor is on stage. How you are being perceived is very important. Dress appropriately for the occasion. Be solemn if your topic is serious. Present the desired image to your audience. Look pleasant, enthusiastic, confident, proud, but not arrogant. Remain calm. Appear relaxed, even if you feel nervous. Speak slowly, enunciate clearly, and show appropriate emotion and feeling relating to your topic. Establish rapport with your audience. Speak to the person farthest away from you to ensure your voice is loud enough to project to the back of the room. Vary the tone of your voice and dramatize if necessary. If a microphone is available, adjust and adapt your voice accordingly.

top
To ensure that your audience is your center of attention, here are some tips to ensure a confident and successful presentation:

• The Eyes Have It - People trust people who look them in the eye, so look at your audience when you're speaking to them. Don't look at the floor -- there's nothing down there. Don't look solely at your notes -- the audience will think you haven't prepared. You appear more confident when your head is up, which puts your audience at ease and allows you to take command of the room.
• Know Your Audience - To whom are you speaking? Each audience has a different need; if they're citizens, they want an update as to what government is doing for the community.  If they're colleges they probably want to learn something from you. Know who your audience is and tailor your presentation and delivery to them. Give them what they want!
• Fix Up, Look Sharp - you're in a position where public speaking is required, let's hope you've already got a handle on the importance  of looking professional  The better you look, the more ready and professional you'll feel.
• Hello, Room. Nice to Meet You - Check the specs of the room where you'll be speaking. Is the room football stadium big or conference room big? Is there or sounds system or are you it?  Using a microphone - test it beforehand. Familiarity breeds confidence and success.
• Practice, Practice, Practice - Once you're prepared, go through the presentation - then read it again and again and then once more. Practice in front of a mirror. Practice to your dog, with you cat . . . grab a friend or family member and practice in front of a real human being. The more you practice you are adding another layer of confidence and "I know this stuff."
• Don't Give It Away - If it really, truly makes you feel better to announce to the room that you're so nervous before you begin, go ahead. Your speech will have a lot more weight if you don't. Chances are good that you're the only one who knows you're shaking in your boots - let the audience know you have it under control. 
• Slow Your Roll  - One of the biggest indicators of nervousness is the lightning-fast talker. You might have the best presentation, but if no one can understand what you're saying, it doesn't matter. Slow down, pace yourself and remember to speak at a normal (or even slightly slower) pace when you're speaking publicly
• Go On, Be Funny! Who doesn't like to laugh a little? You don't have to be a comedian, but a few lighthearted comments can help humanize you to your audience. Win them over with a smile and a well-timed clever remark, if you can. But be advised, too many jokes can weaken the validity of a presentation
• It's SO Not About You  - The more you can take the focus off yourself, the better. After all, it's not likely you're being asked to give a presentation of your life story. So concentrate on the message and find freedom in just being the messenger.
• Be Yourself - We're all human; we're all a little afraid of the podium, the microphone, or just speaking in front of people. Despite what you may believe, people don't want you to fail. Give them what they want by just being the best you, YOU can be.

top
Quick Tips - Public Speaking 101

• Know the needs of your audience and match your contents to their needs
• Thank your audience for allowing you to be part of their meeting agenda
• Know your material thoroughly
• Put what you have to say in a logical sequence.
• Ensure your presentation will be captivating to your audience as well as worth their time and attention
• Practice and rehearse your speech at home or where you can be at ease and comfortable
• Know what your strong and weak points are.
• Emphasize your strong points during your presentation
• Body language is important
• Standing, walking or moving about with appropriate hand gestures or facial expression is preferred to sitting
• Speak with conviction as if you really believe in what you are saying
• Persuade your audience effectively
• Do not read from notes for any extended length of time although it is quite acceptable to glance at your notes
• Speak loudly and clearly
• Sound confident
• Do not mumble
• If you made an error, correct it, and continue no need to make excuses or apologize profusely.
• Maintain sincere eye contact with your audience.
• Use the 3-second method, e.g. look straight into the eyes of a person in the audience for 3 seconds at a time
• Have direct eye contact with a number of people in the audience
• Every now and then glance at the whole audience while speaking
• Use your eye contact to make everyone in your audience feel involved
• Speak to your audience
• Listen to their questions
• Respond to their reactions
• Communication is the key to a successful presentation
• Short of time --  know what can be safely left out
• If you have extra time, know what could be effectively added
• Always be prepared for the unexpected
• Pause -- allow yourself and your audience a little time to reflect and think
• Don't race through your presentation and leave your audience, as well as yourself, feeling out of breath
• Know when to stop talking
• Leave your listeners with a positive impression and a sense of completion
• Do not belabor your closing remarks
• Thank your audience and sit down. 

top
What to do with difficult questions? Difficult Questions/Difficult People
Listening is the greatest respect one can give to another human being.  
People generally behave with decency during presentations. If someone begins to make sarcastic comments or interrupts, you have several options.
So what is the answer to presenting successfully to difficult people - it's up to you to find a strategy that works when dealing with them.

Tips to remain sane:

• At the start of your presentation you can request that people raise their hand before any comments or questions or designate a specific time for questioning such as at the end
• If someone begins to interrupt or make asides you can politely remind them of your opening remarks. Most people will respond instantly to this
• If someone tells you they totally disagree with your point/points, it is important to remember that you are the one in charge as you are in front of the audience
• Remember, your job is merely to present ideas and information in a compelling way, not to get into arguments with one audience member at the expense of the others
• Admit you don't know something and promise to find out for them - The ART of using "I don't know"
• Tell them that you would like to come back to that point
• Ask them to come and see you afterwards for further discussion as you have limited time and much material to cover
• Stick to the main points of your speech. You don't have to answer questions immediately or on the questioner's terms. If people wish to side-line they can do it afterwards or during a break
• Remember: It's not just about you justifying yourself to the audience. They carry half the responsibility in the situation. Some people do not.
• They are required to be polite, to listen to and absorb what you are saying, to ask relevant questions and to know when to keep quiet. Your responsibility extends only so far

top

Respectful Listening - Did you hear what I asked?
Listen to the entire question Listen to the entire question BEFORE you begin to answer any questions. Too many people start responding to a question before the entire question is even asked. Not waiting to hear the entire questions can result in you providing a response which had nothing to do with the question. Force yourself to LISTEN to the entire question and make sure you understand the question.
Pause and allow yourself time to value the question and listener. REPEAT the question out load so the entire audience can hear it. It is important that everyone "hear" the question or the answer you provide may not make sense to some of the people. By repeating the question, this will allow you some additional time to evaluate the question and formulate a response.
Credit the Person for asking the question. You may say something like, "That was a great question" or, "Glad you asked that question" or even, "I get asked that question by many people". One word of caution; if you credit one person with asking a question, be sure to credit EVERYONE for asking a question. You don't want people to feel their question was not as important.
Respond to the Question honestly and the best you can. If you do NOT know an answer to a question, do not try to fake it. Be honest, and tell them you do not know but DO promise to research the answer for them and DO get back to them.
Bridge to the next question by asking them a question - "Does that answer your question?", "Is that the kind of information you were looking for?". This is critical. Once they respond to you, "YES" you now have permission to go on to the next person. This also gives them one more opportunity to say, "No" and allow them to clarify their question more by asking it again.

top
You can always add to your presentation by using the following tips:

• Ask people to stand up when they ask a question.
• This does two things: (1) It shows you more readily who is asking the question, and (2) It makes it easier for the audience to also hear the question.
• Have small sheets of paper available for people to write down their questions during your presentation. They may forget what they were going to ask earlier.
• Allow people to pass the questions to you if they feel uncomfortable standing up and asking the question out loud. This gives the person who truly wants to ask a question an option.
• Always repeat the question - this does three things: (1) it makes sure you understood the question, (2) it gives you a chance to value the question and think of an answer, and (3) it assures the other people in the audience can hear the question since you are facing them.
• Always take time to think "before" you answer all questions. This allows you time to think, especially for those difficult questions. Do the same for those questions you readily know the answer for. Responding too quickly to those questions you are most comfortable with will only bring attention to those questions you do not.
• Have a pencil and paper available for you to write down questions you can't answer. You select someone to record the questions on paper. This way, you can properly follow up with the person who asked the question you couldn't answer. Be sure to get their name & phone number or address. Promise to get back to them and DO get back to them.

top

The Art of Saying "I Don't Know"
Have you seen people stumble through a bad answer or try to piece together a coherent thought when the clear answer to a question should be "I don't know?"

• So, what do you do when put on the spot in front of a group about a subject you don't know much about?
• Are you the know-it-all type that just can't admit to your knowledge gaps?
• Are you the doornail that sits there never saying anything when you don't know what others are talking about?
• Perhaps you're the curious one that also doesn't know when to quit asking questions and go learn something on your own…

Not everyone can know everything all the time; eventually, you are caught in a situation where you simply don't know enough to sound intelligent with saying anything else.

• When you do not know the answer or are lacking for information, saying "I don't know" can be one of the smartest, empowering, and most liberating things you can say during a pivotal point in any presentation.
• Sometimes the best questions have no right answer and are a test of how you will answer them. To say you "don't know" is something that can make people feel weak and helpless, but the opposite is true.
• Once you have stated you don't clearly know something, you can go down hypothetical paths, show competency in strategic thinking, and thought leadership in your area.
• Sometimes you just can't help it because you truly don't know, but sometimes it's just because you can't joggle the memory well enough to bring some hidden thought to the tip of your tongue and back.
• Don't be discouraged when you're caught blindsided by something you are being asked and you do not have the answer for, respond by saying  "I don't know the answer to that specific question,  but I'd love to follow-up for you and get you the more information thought the correct department contact"

Please note: saying "I don't know" is clearly not a good approach to every question and can only be sparingly used as if it happens too often, that is equally as telling.
top