Public speaking. Just the thought of it can make the toughest man crumble. But for many IT professionals, speeches and presentations are an unavoidable part of the job. How can you survive and even thrive making a presentation?
1. Know your material
Knowledge of the subject matter is crucial, says Timothy Hoyle, project manager for Novell Consulting. Talking about topics you're well-versed in ensures your presentation will be well-received, he says.
In his former position, Hoyle did extensive presales work and frequently spoke about Novell's ZENworks for Desktops. He recalls a strong presentation before 400 people at BrainShare Europe in Nice, France, and cites his familiarity with the topic as the key to his success.
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2. Know your audience
Robert Lee, network project leader for the University of Wisconsin in Madison, recommends tailoring content so it's appropriate for your audience.
Lee emphasizes different aspects of an IT project depending on who he's talking to - vendors, network engineers or upper management. For example, when he's speaking to executives who are concerned about funding, he'll break down project costs and carefully outline the return on investment.
Before developing a presentation, Rochelle Wyatt, manager of IT systems support for the Seattle Public Library, first determines what her audience wants and needs. If Wyatt is addressing the library's directors, she'll explain why data lines are needed and how the organization can benefit from voice over IP. However, she will save the more intricate H323.11 standards discussion for her IT staff.
3. Be prepared
Robert Bly, president of the Center for Technical Communication in Dumont, N.J., recommends one hour of preparation for every minute of the speech, which means a 15-minute speech might require two days of work.
Lee advises keeping presentations to a maximum of 30 minutes. If you are forced to go longer, take a break so audience members can stretch and refocus.
4. Overcome stage fright
For many people, overcoming stage fright is the hardest part of public speaking. Wyatt once had a terrible time presenting, which is ironic considering her former position as a professional actress.
"Getting up in front of an audience with a script, pretending I was someone else, was never a problem," Wyatt says. But with no script, she was reduced to stuttering and turning red.
Eager to do something about her lack of confidence, Wyatt joined Toastmasters. "Toastmasters is a safe environment to get over the fear of public speaking and to learn presentation skills," she says.
Practicing your speech will help assuage stage fright - Lee suggests practicing in the area that your presentation will take place, if possible.
5. Be engaging
Capturing the audience's attention is another essential element of making a successful presentation. Lee emphasizes that it's crucial to maintain eye contact.
Novell Consulting's Hoyle agrees. As a project manager, Hoyle frequently addresses audiences ranging from IT staffers to senior executives, speaking to anywhere from five to 1,400 people. But regardless of the size of his audience, he only speaks to one person at a time. "I never speak to the entire audience," Hoyle says. "I would not be able to get my subject across to them."
Bly often begins his talks by drawing a small circle on a blackboard indicating his brain size. He then draws a much larger circle, indicating the combined brain size of his audience. He encourages people to share their questions, answers and experiences during his presentations.
"I am not a guru or a rainmaker. Often times, an audience member will have a better answer to a question than I will," Bly says.
6. Use visual aids
There's no question that visual aids enhance a presentation. But Hoyle, who prepares slides on PowerPoint, warns that too many people rely on slideware to do their presentations for them. "I want the presenter to speak to me, not read to me," he says.
Lee adds that while embedded graphics and colorful graphs can strengthen a discussion, blinking text can be distracting. He thinks keeping it simple and clean is a better approach.
Bly suggests doing something out of the ordinary. Recalling a talk in which he used toy phones and role-played with the audience, he says, "The phones were unsophisticated but they got the audience's attention."
"Know your subject, be energetic, have fun and know why you are doing the presentation in the first place," Hoyle says.
Now the once stuttering and embarrassed Wyatt says, "Public speaking is actually fun."
McGrath is a freelance writer in Weymouth, Mass. She can be reached at kim0807@aol.com.
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