Speaking notes are an important tool when making a speech or presentation; they organize the flow of the topic, keep you on track and serve as cheat sheets for salient points such as statistics. But what to do with those cumbersome notes?
Whether you are a newly minted speaker standing in front of an audience for the first time, or a seasoned presenter, there will be times when you will need speaking notes. The challenge is not in having speaking notes but in how to use those notes. Ineffective use of notes can erode a speaker’s ability to connect with the audience and inhibit the speaker from delivering his or her message with precision, passion and power.
When speaking to an audience your goal is to demonstrate that you are a polished presenter and a professional in an area of expertise. In order to do that there are plenty of TO DO things when making the delivery, but what about the NOT TO DO? Often speakers are are literally at sixes and sevens when it comes to speaking notes. Here are the top five common pitfalls to avoid when using speaking notes.
1. Don’t write your speech word for word.
Writing word for word, often results in us reading word for word, and we end up sounding stilted and insincere, instead of conversational and authentic. When we have our head bent down to read, we miss making eye contact with our audience which is vital if we want to connect and build a relationship with our listeners. Avoid long sentences. Keep wording short. Use only key words and phrases. We want people to remember our main ideas, not every word.
2. Eliminate the small. Bring in the big.
… 14pt or 16pt font; words and phrases should be well spaced, easy and comfortable to read. Group thoughts. Have lots of white space. Colour-code pauses or where you want to place emphasis.
3. Avoid holding a page (or sheets) of paper.
If you are nervous, you won’t be able to hold the paper steady. And, unless the paper has substantial weight, it can flop over or bend, looking untidy and unprofessional. Write only on one side and never fold, and unfold your speaking notes so they look crumpled. This gives the impression of unpreparedness and uncaring. Instead, consider using a file folder in a dark colour or clip board to provide a backing for your speaking notes. Or write key ideas on small 4×6 inch or 5×8 inch cards.
4. Avoid flipping your note pages.
This is a common error when pages are stapled together, or turning pages over when you have finished the first page and need to move to the next. Both actions can be distracting, especially if you are near a microphone. When you find yourself in the position of having to hold your speaking notes, it is better to slide the pages one under the other, or if at a lectern, slide the finished pages off to the side.
5. Do not read the opening or closing.
This is a major pitfall for any speaker. At the start of your presentation, you want people to focus on you, on your message. To capture their attention, build their interest, and get their support with your first words, eye contact with your audience is critical. This applies to the closing as well. If you are buried deep in your speaking notes, it means that you are communicating with your notes and not with the people sitting in front.
As speakers, whether seasoned or just beginners, our job is to give life and meaning to our words and our message. When used well, speaking notes are an amazing tool to help us do just that.