How to be an effective Public Speaker? By: Abdul Hafiz Gandhi Email: abdulhafizgandhi@gmail

1. How to be an effective Public Speaker? By: Abdul Hafiz Gandhi Email: abdulhafizgandhi@gmail.com www.facebook.com/abdulhafizgandhi Mob.: 09953585693 Marris Auditorium, 23rd March, 2013 5 to 7.30 pm Organised by: Coaching and Guidance Cell, VM Hall, AMU, Aligarh & Charcha Foundation, New Delhi

3. When a child learns to walk, he stretches his arms out and starts taking one step at a time. Often he falls, but gets up again. Public speaking is similar. There will be times when we fall or fail to deliver. The secret is to get up one more time and keep working at it.

4. Learning Objectives • Define and understand Communication and communication process? • The Communication Cycle • Impact of a message • Types of Communication and tips to improve verbal and non-verbal communication • Styles of Communication • Effective Listening • List and overcome the Filters/Barriers to Communication • Communicating Effectively • Question and Answer Session

5. It would be erroneous to presume that Effective Public Speaking means only delivering speeches to a huge audience from a podium.

6. What do you get out of this Workshop? When you successfully undergo a training in public speaking you will learn the following invaluable skills which will help you in making an effective presentation to even an audience of one : 1. You will learn to marshal your thoughts and present them in a logical sequence 2. You will learn to focus only on your subject. 3. You will learn to use your vocabulary to maximum advantage 4. You will learn to present all your thoughts in as few words as possible.

7. 5. You will learn to describe your points appropriately with the use of facts, examples, parallels. 6. You will learn to control your voice and make it pleasant to the ears. 7. You will learn to control and convey your emotions dramatically through your words. 8. You will learn poise even under adverse situations. 9. You will appear more presentable, more confident, more mature and more positive to your listeners.

8. Benefits of becoming an effective speaker ! The steps to becoming a good speaker are not hard although they require some time and attention. The rewards are great: • You’ll feel much less nervous. When you’re well-prepared and have learned these steps, you’ll feel more comfortable. Although some nervousness is normal, much of it comes from simply being unprepared. • You’ll get better results. Your audience will respond more positively to you when you speak well. They’ll certainly have a higher opinion of your accomplishments. • You’ll enjoy yourself more. When you’re comfortable with your speech/presentation and with the audience, you finally start to enjoy the process of speaking. It can be a real “up” experience for you !

9. Instead of aiming for perfection, which is (by definition) unattainable, how about aiming for effectiveness? That’s a goal that any speaker can reach, with help—no matter your level of skill and experience. Of course every body has public speaking strengths ! We have been talking to people since roughly six days after we were born, and it’s hard to believe that none of those conversations went well. All of our personal skills, experiences and achievements are potential public speaking strengths. The only problem is that we do not know how to translate this into success as a communicator.

10. Why is public speaking regarded as one of the things that people dread most? Children begin to communicate at a very early stage of their lives. Why is it then that people hate/dread to get up on stage even to deliver a short speech? Ans. Our inhibitions We condition our subconsciousinto believing that we are bound to fail when we get up to speak. Result: Nervousness, sweat, dread in the pit of the stomach and weakness in the knees are common feelings. The question that arises is, “How do we un-condition ourselves?” How do we get ourselves to go on the stage and deliver speech/presentation without worrying?

11. Stage Fear What is Stage Fear? It is rightly said. "The human brain is a wonderful organ. It begins functioning the moment you are born and does not stop until you are called upon to deliver a speech !" The most carefully prepared speeches are never heard because of this mind block called Stage Fear, Nerves and Topophobia. When you are seated in the audience, waiting for your turn to speak, you start thinking: • I am scared of what might happen. • My grammar's so bad. • How can I do justice to such a vast subject in just three minutes? • Ooh, look at the size of the audience ! • They all seem to be so clever. I'm making a fool out of myself. • Suppose someone picks an argument with me. • Oh God, what will happen if I cannot even utter a word. • So many ladies present and I did not even shave properly. • So many men! I should have worn my silk saree. • What will my father / mother/ wife/ husband/ employer / teacher/ sitting in the audience think of this stupid speech? All these thoughts make you a trifle anxious, this increases your heartbeat, you start breathing faster and the next thing you know is that your mouth has dried up, your knees go wonky, your mind goes blank and you are in the grip of that universal phenomenon called Stage Fear.

12. This stage fears result in…. • You start wringing your hands. • You drum your fingers on the table/podium. • You tap a pencil or keep pressing the on / off button of your pen. • You scratch your hair. • You tap your foot or both your feet. • You lean on the podium / table. • You keep removing your spotless spectacles, clean with a handkerchief, put them on, only to remove them a minute later, clean them ... • You fold, unfold or twist your hanky. • You fidget with objects placed on the table. • You grip the mike tightly. • You keep pulling your ears, digging your nose or rubbing your eyes. • You keep chewing the locket of your chain. • You put your hands in your pocket. (Or worse) • You start jingling coins while your hands are in the pocket. And in short, you have lost your confidence to speak.

13. Why does this happen? When your brain senses your anxiety, it signals the release of extra amounts of Adrenaline an energy giving fluid into your body to help you combat the anxiety. An inexperienced person does not know how to handle this extra flow of adrenaline resulting in any or all the above manifestations of Stage fear. How do you get rid of your stage fear? Ever tried taking a bath in cold water on a cold morning? Isn't the first touch of the cold water pure torture? After the first jug, the second is not all that bad, the third one is ok and soon you start revelling in the tingling, refreshing feeling that only a cold water bath can give you. Stage fear is something like this. The first speech is the worst. The first thirty seconds are the worst even for accomplished speakers. You can never really conquer stage fear. After thousands of speeches, accomplished speakers still feel the flutter of butterflies in the stomach, as soon as they get up to speak. This is a good sign. It is your body telling you that extra energy is available to you in case you need it. So the difference between an accomplished speaker and a novice is that the accomplished speaker has learned to channelise this flow of energy.

14. The following tips will help you tackle the Stage fear : 1. Ensure that every speech is well prepared. 2. I repeat, ensure that you prepare, prepare, prepare. 3. As you walk up to the dais to begin speaking, try to walk slowly. Consciously take deep breaths. This will reduce your anxiety. 4. Before you begin, look around the hall. LOOK at your audience. You are sure to find some friendly faces. Address your first words to them. 6. Welcome every opportunity to speak. 7. Get your friend/spouse to critically observe your speech and give you suggestions on improving the next time. 8. Begin your speech with formalities or a good personal anecdote. It need not be very funny. Its main purpose is to help you and not the audience. 9. Never attempt to learn by heart your speech. You are guaranteed to fail !! So, you have something in common with EVERY speaker in the world. Remember as long as you are nervous at the beginning, you can use it to deliver your best.

15. Coping with Speech Anxiety • Being nervous is natural • Blushing, perspiring, fidgeting, hyper-ventilating, memory loss, … • Controlling Speech Anxiety • Dress • Exercise • Familiarity with audience • Breathing techniques • Thorough preparation • Visualization

16. First Impression- Make it memorable The impact of a 1st impression is derived from* : • 55% Visual(how you look and act) • 38% Vocal(how you use your voice) • 7% Verbal(what you say) • You are always projecting an image! *According to studies by Dr. Albert Mehrabian at UCLA

17. Ask Yourself : True or False • Do you think you communicate a professional presence? • Do people notice when you walk into a room? • Do you command respect when you speak? • Do you leave a lasting impression? References: “The Leaders Edge; Art of Self-Marketing”, Usheroff Institute

18. What is Communication ? Communication is the art and process of creating and sharing ideas. Effective communication depends on the richness of those ideas.

19. What is Communication? A process by which information is exchanged between individuals through a common system of words,symbols, signs or behavior • The dictionary defines communication as: • Communication is a two-way process which involves: • Listening to others (Receiving) • Asserting/Expressing (Sending)

20. What is Communication? • Communication is the art of transmitting information, ideas and attitudes from one person to another. Communication is the process of meaningful interactionamong human beings. • ITS ESSENCES : • PERSONAL PROCESS • OCCURS BETWEEN PEOPLE • INVOLVES CHANGE IN BEHAVIOUR • MEANS TO INFLUENCE OTHERS • EXPRESSION OF THOUGHTS AND EMOTIONS THROUGH WORDS & ACTIONS • TOOLS FOR CONTROLLING AND MOTIVATING PEOPLE • IT IS A SOCIAL AND EMOTIONAL PROCESS

21. Communication Goals- Why we communicate?

22. Communication Cycle Communication normally goes through a cycle involving: The Sender The Recipient The Message The Channel

23. Impact of a MessageFace-To-Face Communication

24. Impact of A MessageVoice Communication

25. Styles Of Communication Accepts responsibilities. Extends but does not feel entitled to “rights” . Both exercises and extends “rights” and responsibilities. Passive Assertive Aggressive • Demands but does not extend “rights”. • Does not accept responsibilities.

26. Types of Speeches 1. Impromptu The speaker is called upon on the spur-of-the moment without being informed in advance for preparation. It often takes place in business and organizational meetings. 2. Extemporaneous The speaker is informed in advance to prepare for a speech. It is the best type of delivery for most speaking situations. Usually the speaker knows the subject, is well prepared, and is sincere in wanting the audience to receive and remember his/her ideas. Most speeches for public speaking contests fall into this category. 3. Manuscript When very exact wording is required such as presenting policies, contracts etc., the speech has to be written out word-for-word and delivered by referring to a script. 4. Memorized When very exact wording is required but reading from a script is inappropriate, the speaker has to write out the speech word-for-word and memorize it before presenting.

27. 3 Types of Listening Passive Listening Active Listening Hearing

28. Effective Listening involves. . . • Understanding body Language • Observe position and posturing • Make eye contact • Consider expressions/gestures • Suspending judgment • Concentrate • Keep an open mind • Hear the person out • Setting the stage • Remove Distractions • Be open and accessible • Listen with Empathy • Ensuring Mutual Understanding • Reflect feelings • Paraphrase main ideas • Seek clarification • Confirm next steps .

29. Listening and Speaking Listening takes: • Concentration and energy • Curiosity and open-mindedness • Analysis and understanding Speaking requires: • Sharp focus • Logical thinking • Clear phrasing • Crisp delivery

30. Hearing Vs Listening Hearing – Physical process, natural, passive Listening – Physical as well as mental process, active, learned process, a skill Listening is hard. You must choose to participate in the process of listening.

33. VALUE OF ACTIVE LISTENING • Listening to others is an elegant art. • Good listening reflects courtesy and good manners. • Listening carefully to the instructions of superiors improves competence and performance. • The result of poor listening skill could be disastrous in business, employment and social relations. • Good listening can eliminate a number of imaginary grievances of friends/spouse/employees. • Good listening skill can improve social relations and conversation. • Listening is a positive activity rather than a passive or negative activity.

34. Downward Instructions/ Directives Organizational Communication Flow1. Vertical and 2. Horizontal • Upward Information • Horizontal Coordination

35. Vertical Communication • Upward Communication • Consists of messages sent up the line from subordinates to bosses. • Includes employee suggestions, reactions to organizational policies, inquiries or concerns. • Downward Communication • Flows from individuals in higher levels of the organization to those in lower levels. • Includes meetings, official memos, policy statements, manuals and organizational publications.

36. Horizontal Communication The horizontal information flow occurs both within and between departments. Generally, the purpose of lateral communication is coordination and collaboration.

37. Barriers to effective Communication • Assumptions • Fears • Reluctance to confront • Ridicule, rejection, fear of being wrong • Values and attitudes • Generation Gap Information overload • When the information we can process is exceeded • Distrust and dishonesty • A lack of trust can cause the receiver to look for hidden meanings in the sender’s message. • Cross-Cultural Diversity • The greater the difference between the sender’s and receiver’s cultures, the greater the chance for miscommunication.

38. Barriers to communication can lead to misunderstanding and confusion .

39. Barriers to communication • Noise • Inappropriate medium • Assumptions/Misconceptions • Emotions • Language differences • Poor listening skills • Distractions

40. Observe your audience If your audience starts looking at their watches, go to toilet often, going in and out on phone, start talking to their neighbors, or playing games on their phones, these are signs that tell you that what you are speaking isn’t making any sense to them. So be flexible! Change your way of speaking, tell jokes which are related to the topic, or stop talking and start asking so that you can get your audience involved in your session or even ask for their experiences on that topic.

41.  Use the stage It will be tempting to hide behind a podium, but don’t do it! There shouldn’t be barriers between you and your audience. Again, making yourself appear accessible builds rapport and allows people to trust you. As a result, they’ll also trust the information you’re sharing.

42. THREE THINGS YOU MUST MAKE HABITS GRAB OPPORTUNITIES Any where any time, jump at a chance to stand up & speak in front of people. There is no alternative to PRACTICE. It is never enough. PRACTICE,PRACTICE,PRACTICE ! LEARN NOT COPY Observe other speakers techniques, tact, tricks, learn from them, but never ever ape anyone. Develop your own Strengths and Style. TAKE FEEDBACK Have few close friends who give you frank & true feed back about your performance. The best people are those who are learning public speaking with you. In case a friend asks your feed-back, give it honestly using my :- A.C.E FORMULA First: APPRECIATE Then: CRITICIZE Finally: ENCOURAGE

43. Humour Any person speaking with a sporting, jolly nature, with a touch of humour is well recieved by listerners, in spite of his short comings or mistakes. Humour is to be sprinkled not added. CAUTION : Too much humour even in serious, formal matters, or humour every time: makes you know as joker: people will hear you but not listen to you.

44. Know the Purpose • General purposes of a speech: • Inform - Tell who, what, where,when, why, and how. • (2) Explain - Give steps to show how something is done. • (3) Persuade - Give arguments to show why something is or is not a good idea. • (4) Entertain - Shape the material into a humorous story. • (5) Impress – Stress value, worth, noble spirit and sentiment. Praise and pay tribute for deeds well done.

45. Know the Audience (1) Knowledge of subject: What general or specific information about your subject do your listeners possess? How much knowledge can you assume? (2) Attitude: Will the listeners be neutral, favourable, or hostile toward the subject and/or speaker? (3) Size: For a large audience (15 or more) you might need charts or pictures to help keep your listeners’ attention. For a small group (under 10) you can use a chatty, less formal tone of voice than you would with a bigger group. (3) Age: Think about the age of your audience. Young children don’t like to sit still for long; older audiences can handle more information.

46. Know the Occasion (1) Purpose of the meeting: Is it business, a community problem, a celebration of some holiday, anniversary or cultural event? (2) Location: hall, dining room, auditorium? In a quiet room where everyone can hear easily, you can give a longer speech packed with interesting details. Out-of-doors or in a large auditorium, where noise might distract the audience, you’ll have to keep your points short and easy to understand. (3) Facilities: lectern, microphone, projectors, etc? (4) Time: At what time of the day and for how long are you to speak? In a long speech (10-15 minutes), you can add colourful information. If you only have a few minutes, you have to get right to the point. (5) Other events on the program: entertainment, business meeting with reports, other speakers, etc? (6) After the speech: question or discussion period following your speech?

47. How to Gain Attention • A series of rhetorical questions • (2) A story, a narrative, a humorous anecdote • (3) Special interest and needs of listeners • (4) Familiar historical incidents, quotations • (5) Use striking, unusual, curious facts. • (6) Use original, creative, novel techniques. Visual Aids often help.

48. How to Conclude a Speech • Summarize, repeat, review, and restate the main arguments or idea in somewhat different language from that used in the discussion. • (2) Repeat a story, a quotation, a series of questions, with a slightly different twist or with a different application than that used in the introduction. • (3) Call for action, for belief; apply speech to listeners’ interests and needs.

49. Effective Speech-making: “Tell them what your going to tell them, tell them, and then tell them what you just told them”.

50. Effective communication encompasses a multitude of skills. Skills can be learned and practiced. Remember. . .