Crafting Your Message. Tammy Heflebower

than when the emcee or presenter is haphazardly trying to get the group’s attention to start. You can find oodles of electronic timers online. Simply search for animated timers. Some will have sound, but you can simply mute the sound or add your own music to it if the default sound is not to your preference. I also like embedding countdowns into my presentation, so as to keep me from toggling back and forth between or among software programs as the presentation is underway.

       Beginning on Time and Ending Early

      It is imperative that you start your presentation on time. You immediately send a message about your expectations and those you will use with your group when you honor the time of those who are prompt. If, for some unforeseen reason, you must start a bit late, be certain you announce it. Begin by verbally honoring those who were there on time by sharing your appreciation, and indicate that you will begin in five minutes.

      As important as beginning on time is, ending a bit early is also essential. Yes, you heard that right—early. Five minutes early is completely acceptable and allows for your host to wrap up with necessary announcements. Never, ever go over your allotted time. Never. It’s a sign of disrespect and lack of planning.

       Preparing a Filler (Just in Case!)

      Create a set of filler options you can use as needed in case you run low on time. This might include a few additional slides, a story, or an activity that could be used to close a gap of remaining or dead time. Think of this as similar to a riff that musicians use when doing improvisation. They are given free rein to expend time creating and grooving a solo. A filler is a presenter riff. Use fillers as needed to uplift energy, provide active participation, or change the audience state. Often in all-day training situations, there are five to ten minutes before a scheduled break or lunch, where a planned riff is warranted. I often have a related set of slides and an activity that allows for me to extend to fifteen to twenty minutes, if needed. Many times, you will not need these options. However, it is sensible to prepare them just in case, and to know which topic-related riffs you will embed.

       Centering Yourself

      You are about to do something most fear—present to adults. Don’t take that lightly. It’s difficult. In fact, it’s downright frightening for most, and debilitating for many. Find a way to center yourself prior to entering the presentation location. It might be a few minutes in your car, backstage, or even in the restroom. Wherever you can take a few deep breaths, capture a calming moment, or give yourself a bit of positive self-talk, find the time and do it. That moment of calm will help you deal with the frazzle or frenzy you may encounter as you arrive. There will be people to meet, hands to shake, a setup to complete, and unanticipated problems to solve on the spot. Be certain you’ve lowered your anxiety with a calming practice before you enter your location.

      Remember to hydrate before, during, and after your presentation. Water should be your drink of choice while presenting. Although you may crave other drinks, those can come later; caffeinated drinks paired with unexpected nerves may make you jittery and tense. Carbonated beverages paired with a microphone can be embarrassing (think inadvertent belching or hiccupping). Water—good, old-fashioned water—is best. Some presenters refrain from taking in fluids, as they worry about needing to use the restroom too often. Actually, your body will crave the hydration and adjust (in most instances). Bring your own water, and plenty of it, in the container you favor. Never rely on someone else to provide something as essential to your presentation as water. Having your own plentiful supply will help you perform optimally.

Preparing a Speaker’s Toolkit

      Seasoned speakers have often learned the hard way that it is important to have a speaker’s toolkit of resources and paraphernalia they might need onsite. The checklist in figure 3.6 might be a useful starting point as you create your own toolkit.

      Consider anything you will need to effectively facilitate an activity you are using. Never assume you will have technology support to assist you, so learn about connectors, power sources, and sound boards. Be prepared. Additionally, always pack your own resources, and refrain from informal discussions upon ending your presentation until your supplies are packed. The reason for this is simple: everything has a place, and if you get distracted by talking, you will likely leave something behind. You will be stymied and stressed if you leave an important item, like your computer, a microphone adapter, or your clicker, at a previous venue.

Figure 3.6: Speaker’s toolkit checklist.

      Visit go.SolutionTree.com/leadership for a free reproducible version oof this figure.

Summary

      Throughout this chapter, I highlighted the significance of setting the stage for a great presentation—from room arrangement and use of sound, to managing both your audience and yourself. The next part of this resource details the components of effective introductions and conclusions.

      Chapter 4

       Creating Effective Introductions and Conclusions

      We don’t know where our first impressions come from or precisely what they mean, so we don’t always appreciate their fragility.

      —Malcolm Gladwell