Many presentations end with question-and-answer sessions. Here
are some of the basics to remember:
• Notice I said the end; outside of direct attempts to solicit audience
responses and intentional open-ended parts of the presentation, I recommend
saving questions for the end, to avoid jeopardizing the flow
and taking away from later material.
• Save your final key take-away points and/or message for after the
Q&A so you can dictate the final messaging.
• Repeat questions back to the audience to ensure they are understood
and for people who may not have heard them (this also buys you
some time to formulate answers).
• Avoid rambling; answers should be clear and concise. Yes, this
seems obvious, but it is a critical skill to master.
• Don’t guess. Offer to get back to the overall audience or to the
person who asked the question, or even look for a subject expert
in the audience who may be better suited to answer. It is better to
have the right answer than guess incorrectly. The credibility that
you earned throughout the presentation is still at risk during Q&A
time.
• Be an attentive listener. You should make every effort to not cut off
the question because you anticipate the rest of it. Give the person asking
as much courtesy as he or she has given you.

Thomas B. Dowd III’s business books available in softcover, eBook, and audiobook (From Fear to Success only):

• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work received Honorable Mention in the General Non-Fiction Category at the 2014 Paris Book Festival and Honorable Mention in the Business category at the 2014 New York Book Festival
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World received Honorable Mention in the Business Category at the 2012 New England Book Festival
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference, Honorable Mention at the 2013 New York Book Festival, and Honorable Mention at the 2013 Paris Book Festival.

See “Products” for details on www.transformationtom.com.  Book and eBook purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

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When you are moving from the introduction to the main body of
the speech and then to the conclusion, make sure you use warm transitions.
You can’t jolt the audience with an eye-opening introduction
about aliens landing on earth and then go into the body of your speech
as if alien landings are completely normal by sharing examples of how
the aliens are getting along just fine on this planet. I was working on a
speech about my shy daughter’s triumphant solo chorus performance.
The message was about how her bravery of stepping out on that stage
alone led me to alter my perspective of a special needs co-worker
based on how he bravely participated in the Special Olympics. Early
versions of the speech received consistent feedback from friends and
family that the transition from my daughter to the Special Olympics
athlete was too cold. I needed more character description to paint the
picture of him as an individual first, before jumping in with both feet.

You need to add some semblance of a transition that enables the
listener to go back in time and put all the pieces of the story together.
We can effectively go from the attention-grabbing introduction into a
smooth changeover into the body of the presentation. Back to the alien
example: if you add small bites for the audience to chew on, such as,
“After an exhaustive struggle, the aliens found common ground with
the earthlings by…,” the audience can find the connection. I sometimes
hear this referenced as getting the string and pulling it all the
way through. I actually found two effective transition versions that
worked on the Special Olympics speech. First, I used a pondering
open-ended question for the audience about potential catalysts for
change in their lives. Second, I added a simple phrase that said, “A
few days after my daughter’s triumph adjusted my lens on beauty….”
Both changes received positive feedback relating to a smoother transition.
With a warmer jump between topics, stories, and key points, the
audience will be able to follow the flow more easily. Smooth transitions
allow easier understanding of the organization and content of
the speech.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

You can’t assume anything prior to speaking. You need to do your
homework, even if you are asked to give a “quick” status update on
a project to your manager and a group of his or her peers. You have
the right and obligation to ask how long you are expected to speak
for, who will be there, who else may be speaking, and if there will be
a question-and-answer session. Even though questions are typically
asked at this kind of event, it’s still worth checking. Wouldn’t it be better
to know ahead of time if the questions will be asked during the
presentation or after the presentation?

You must also confirm the time and place. I know it sounds obvious,
but I was embarrassed once when I showed up for a speaking engagement
at a local Kiwanis Club and saw that there was another speaker. I
had failed to re-confirm the time with the sponsor. The sponsor didn’t
reach out to me, but I hold myself accountable for assuming I was confirmed
after the first email I received. Even if you think you know the
answers, ask questions anyway to ensure that everyone is on the same
page. Clarifying and confirming are key tools in your speaking arsenal.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

Toastmasters’ club meetings emphasize the importance of speech
evaluations and designate certain individuals to listen for proper
grammar and filler words. Personally and professionally, I knew
I needed to be a better listener, because I had a reputation for periodically
speaking over people as they spoke. The habit was not to be
disrespectful, but was often an attempt to rush out my own words
while they were fresh in my head. However, I had never correlated the
importance of public speaking with listening. With a larger group of
people, especially during question-and-answer sessions, Toastmasters
training gave me more restraint in the business environment. I began
to actively listen to the questions and then thoughtfully try to answer
them.

In addition to Q&A sessions, I started listening not only with my
ears, but with my eyes. My observation skills were becoming honed
because I needed to adjust to audience reactions during my presentations,
whether it was by seeing sighs, yawns, closed eyes, or even no
reaction at all. Altering presentation and delivery to adapt to audience
needs, even in mid-stream, helps not only with the present speech,
but with future versions of that same speech. Additionally, becoming
a better listener has made me a better communicator all around. This
more holistic communication approach, including speaking and listening,
has increased my confidence and made me more adept in the
business setting.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

You have outlined and then written out the speech, and it is ready
to practice. I convinced myself that, as I was terrible at remembering
names and other things, I would also have trouble remembering
speeches without notes. It took plenty of practice and new tips
along the way, but now I feel confident in my ability to remember my
speeches. Below are some key tips:

• Go back and look at the outline to determine if the beginning, body,
and conclusion are logically arranged. I have found that some simple
re-arrangement of sentences can make all the difference in my ability
to memorize.
• Smooth out the speech to give it a more even flow if you find yourself
stumbling during transition points. The flow and rhythm are important.
• Don’t mumble the speech under your breath. You must be loud and
proud. Everything is a live rehearsal and will help your retention and
allow you to figure out better words to use. You will be surprised how
different your speech sounds from what you intended when you originally
wrote it.
• Learn in small increments. I begin by setting a goal of memorizing
a paragraph a day. Before work, I invest time going over the paragraph
to remember it. On my commute home from work, I try to recall the
most recent portion of the speech I worked on. By the end of the day,
I have the baseline of the paragraph down. The next day, I reinforce
the first paragraph and begin the second. I continue this progressive
approach until I remember the entire passage. You should note that
if you choose not to memorize the entire speech, you should at least
invest the time to know your material inside and out. Many experienced
people in the field of public speaking argue the wisdom of memorizing
entire speeches. Some argue that the presentation becomes too
acted or prescribed. I will leave it up to each individual as to how they
want to prepare their work. What is typically agreed on is the importance
of memorizing a strong opening and conclusion, with a laser
focus pointed on the key message and topics that must be stated within
the presentation to define the success of the speech.
• Visualize the speech in your head. With the small increments noted
above, you can begin to visualize the speech order based on key words
and sentence structures. Visualizing is slightly different from memorizing
because, to some extent, you are living the speech by thinking
about words, places you want to be on stage, and flow.
• Use gestures to accompany your words and use your body to guide
your mind. I have almost forgotten words many times but built strong
gesture routines and habits in which my arms and hands prompted me
with word memories.
• Incorporate alliteration. This shouldn’t be overdone, but it’s always a
great tool to throw in occasionally (e.g., helpless, homeless, and hurting…).
• Practice in different surroundings so you don’t get too comfortable
in one forum. For example, as noted above, I often practice while driving
home from work. Afterward, I am always shocked the first time I
stand up and practice it. I always seem thrown off simply by standing
the first time.
• Even if the speech isn’t perfect, practice with other people or a video
camera. This added pressure builds your concentration level.
• Use videotape to help underline some trouble spots for remembering.
This comes back to being able to visualize yourself on the stage.
• Then practice, practice, practice. You can never practice too much.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

Do you know how many words you speak per minute or how long
it takes you to get through a speech of single-lined text on a piece of
paper? What is your typical pace? And, why are these questions relevant?
Understanding how quickly you speak will assist you as you are
writing out your presentation. It will help you as you move from your
outline to the actual text to see if you have enough or too much material.
Your speaking speed will vary once you start practicing out loud
because you will build in strategic pauses, movement on the podium,
and gestures that will impact your timing and speed.

I didn’t realize early in my speaking career that I was inadvertently
counting my words. I knew that for a five to seven-minute speech
(based on the size-ten font I typically use), I could have a full page plus
one paragraph on the second page and stay within seven minutes. This
was early in my public-speaking experience because I depended more
on my notes. After learning to memorize similar-length speeches, I
found I couldn’t have that extra paragraph because I was getting better
at responding to audience reactions and at using pauses for effect;
the timing of my speeches changed based on my experience level. I
have settled in around 800 to 850 words for a seven-minute speech
after I also account for anticipated audience reactions (about 115 to
125 words per minute). There is an obvious variation based on the topic
and delivery, but I know instantly when writing speeches if I have too
much or too little based on the allotted time. I now know that I need to
eliminate thirty words to cut down my time by about fifteen seconds.
Once you settle into a good routine, you will become very familiar
with your speech-writing timing needs.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

Can or should a speaker use notes—yes or no? The answer no one
wants to hear is, “It depends,” but that is the answer. The variables
include the location, the room set-up, and the length of the presentation.
If you are in a Toastmasters speech contest, for example, you will
always lose points for even potentially distracting the audience with
paper or note cards in your hands. If you are speaking from a lectern,
it makes sense to have notes to reference. Notice that I said “reference,”
not “read verbatim.” Even if you stand on the stage away from the lectern,
you can always slowly move back when you need to reference
some material or begin the transition to a new subject. Some speakers
like to use smaller note cards. Notecards are fine as long as they are
not too distracting or become a focal point. A lot of the reaction from
the audience is contingent on how much and how often you use your
notes. If you have a teleprompter, that is a different story, but it is still
important to give the impression to your audience that the words are
flowing and not being read.

Most speakers tend to shy away from full-size paper since it typically
makes noise when shuffled and can be cumbersome. I have
heard of having an outline on a poster board or flip chart visible to the
speaker but not to the audience (in the back of the room or off to the
side). In fact, although I mentioned above not to use notes if in a contest,
I once wrote a discreet keyword that I kept forgetting on a prop
(that could not be seen). Ironically, I never once referenced it in the
middle of the contest, but knowing it was there boosted my confidence
level. What’s important is that the audience gets your message without
the notes getting in the way. Never become fully dependent on, and
read directly from, your notes (if you use them). However, you may be
surprised to hear that most experienced speakers do use some form
of notes for presentations typically over ten minutes. If you have prepared
your presentation correctly, and you use your notes effectively,
the presentation becomes more about bringing messages, stories, and
facts alive than, “Did I say the exact words verbatim from the sheet or
notes in front of me?”

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

Whether it was anxiously waiting for my grades in school, my performance
assessments at work, or my formal speech evaluations with
Toastmasters, I have learned the value of the gift of feedback; it is a
constant process that should never stop. As a speaker, you need to get
evaluations from your audience. It is also important to get them immediately,
while they are fresh in people’s minds. You must have thick
skin because even the best speakers get critical feedback.

We should ask for evaluations because we care. We care about getting
better, and we care that our messages are getting through to the
audience simply and memorably. We should be looking for trends and
patterns. Be careful not to get locked into one comment or particular
score; however, take each comment and score as a learning opportunity,
and ask yourself what you did right and what can be improved.

If you videotaped the event, you can have a targeted approach to what
the evaluators may have been saying. If not, revisit in your mind what
sections of the presentation the evaluations may be referencing, and
take action to get better.

If I am not in a position for a formal evaluation, I still make it a habit
to ask attendees what they thought of the presentation afterward.
The questions shouldn’t be, “Did you like it?” They should be more
open-ended: “What was your favorite part?” and “If I could improve
one or two things, what would they be?” Your self-esteem should never
take a beating after an evaluation. However, your self-improvement
antennae should be perked up. Your payback comes in the form of an
even better presentation for your next audience.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

Whether it is a big stage, little stage, or a small or large podium,
put yourself in a setting where you are looking out on a grand room or
audience. This is all about building your comfort and confidence level.
Continue to find different venues to do your presentations in, and try
not to get so comfortable with the same room and set-up for practice
time; you don’t want to get so comfortable in your practice routine and
location that you will get thrown off when you are not in it. A variety
of settings will get you more comfortable and enable you to present
anywhere in all types of settings. In addition to increased confidence
about presenting in different locations, you will start to get a feel for
your own preferences for seating and room layout.

Find a stage—any stage. This includes your car, your house, and anywhere
you feel there is a way to practice your presentation. On more
than one occasion people have looked strangely at me while I was walking
the dog, flying on an airplane, waiting in a long line, or driving down
the road, as they saw me practicing. Everywhere can and should be your
stage. I have even practiced in front of my dental hygienist in the waiting
room for my bi-annual cleaning. If you gained confidence to present
in front of strangers or in odd settings, imagine how good you will feel
when you are in a more contained environment.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com

As part of preparing with the organizer, you need to understand
the anticipated timing of your presentation. Will your performance be
during a meal, where glass and silverware will be clanking all around
you? As follow up to the control-your-environment section, this is a
critical detail to account for; if you know that a meal is immediately
before or after your speech, make every effort to avoid the time when
the food will be served. Wait staff moving around will inevitably distract
the audience.

Will you be speaking in a classroom or similar setting, where papers
may be shuffling throughout your talk? If you are in a classroom,
you do have some control by setting the appropriate expectations.
For example, you may let the audience know that you will stop and
announce when key notes should be taken. In some cases, you may
even announce that you will supply take-away notes after the session,
so that the audience can sit back and relax. Again, speaker preference
is important regarding what expectations you set with your audience.
Use what works best for you and the type of audience you are working
with. The key is to reduce the factors that can throw you off your game
by anticipating as many distractions ahead of time and taking the time
to mitigate or eliminate them.

Thomas B. Dowd III’s books available in softcover, eBook, and audiobook (From Fear to Success only):

• Now What? The Ultimate Graduation Gift for Professional Success
• Time Management Manifesto: Expert Strategies to Create an Effective Work/Life Balance
• Displacement Day: When My Job was Looking for a Job…A Reference Guide to Finding Work
• The Transformation of a Doubting Thomas: Growing from a Cynic to a Professional in the Corporate World
• From Fear to Success: A Practical Public-speaking Guide received the Gold Medal at the 2013 Axiom Business Book Awards in Business Reference
• The Unofficial Guide to Fatherhood

See “Products” for details on www.transformationtom.com.  Book, eBook, and audiobook (From Fear to Success only) purchase options are also available on Amazon- Please click the link to be re-directed: Amazon.com