1. When learning or memorizing anything, it helps to break the information down into small, basic units. Our short term memory retains a relatively small amount at a time, so a large amount of information or a lengthy list is best broken down. 

For instance, think about the way children learn the alphabet…the letters in the alphabet song are broken down into chunks of no more than one to four letters: (ab-cd) (ef-g) (hi-jk) (lmno-p) (qrs) (tuv) (w-x-y-z).

The same technique could be applied to something you want to memorize at work, such as the organization’s mission statement.

So, if this were your mission statement:
We are dedicated to providing insurance products that offer quality protection with value pricing. We wish to establish a successful partnership with clients, staff members, and insurance companies that respect the interests and goals of each party.

You may want to break it down into these small units:
• dedicated to providing insurance products
• offer quality protection with value pricing
• establish successful partnerships
• clients, staff members and insurance companies
• respect the interests and goals of each party

2. Create some kind of internal organization. It is much easier to remember something that is organized and has meaningful structure than something that is random or abstract. One way to organize is to look for a natural hierarchy in the material to be learned.  Another way to organize would be to make up a story or narrative chain to relate events to one another.

Sample:
If your license plate number is:  2DN1231
• You could assign the word “To” to the number 2
• You could see DN as an abbreviation of the name “Don” (especially if you have a friend or relative named Don)
• And, you could see “1231” as December 31st or New Year’s Eve.

Your narrative could then be:  I’ll Give a Ride To Don on New Year’s Eve

3. Find some kind of external organization. Some relationship must be found between the new information you are trying to retain and information which has already been learned so that one fits the others.

Example:
You are about to do a brief presentation that will encompass:
• An introduction
• A topic overview (e.g. “Lead Generation: Well Worth The Time It Takes ”)
• Three different topic points (for example):
   -  Generating Leads through Social Networking
   -  Generating Leads through Advertising
   -  Generating Leads through Cold Calling
• Closing statements

You could think of the different elements of your presentation as different locations within your house.
• the front door = your introduction or opening remarks
• the entry (from which point you can see a number of rooms) = your overview
• the living room (where crowds gather) = social networking
• the family room (where the TV is located) = advertising
• the office (where you often make business calls) = cold calling
• the back door = your closing statements

Recall is accomplished by visualizing the location and discovering the speech element associated with that location.      

Taken in part from the Leader’s Guide for the classic program “Memory” © 1980 CRM Learning, L.P.

Training Resource: Speaking Effectively… to 1 or 1000. Memory plays a big role when delivering a speech or presentation. This entertaining and effective program gives practical advice on how to deliver a compelling message to a group of any size.

There are many misconceptions about how to speak effectively to an audience. People look for formulas and rules to follow with the belief that public speaking is a mechanical process.  It’s not. It’s a human process. Other people think they could never become a public speaker-they just have no talent. While exceptional speakers usually do have a real talent for it, this doesn’t mean that we all can’t give a speech that will engage our audience and be a personally rewarding experience at the same time.

The more you hold onto old-and often misguided-beliefs about public speaking, the less effective you’ll be on the platform. You must go in with an open mind and, in some cases, work to change your thinking about giving presentations.

With that in mind, here are ten of the most common myths about public speaking-along with some food for thought to help you dispel the myths in your own mind.

1. I’m  not a public speaker. Wrong. Everyone is a public speaker. Every time you speak at a staff meeting, you’re speaking in public. Anytime you stand up and introduce yourself at an association meeting, you’re giving a presentation. The waiter who recites the specials of the day is presenting. When you complain to the customer service department or go on a job interview, you’re presenting yourself.

Reality: We all speak in public. Public speaking goes far beyond standing on a stage in front of 100 people. We’re presenting ourselves all the time. In fact, life is one big presentation.

2. Don’t speak with your hands. This myth surfaces in many of my presentation skills seminars. One person confided that her father had told her never to talk with her hands. His experience was that people would think she was an immigrant. Think about yourself in a one-to-one conversation. We all talk with our hands. We’re just not conscious of it.
Reality: Expressive, dynamic speakers use their hands. Speakers who don’t use any hand movement appear stiff. So let your hands speak for themselves!

3. Look over the heads of the audience. Another variation on this myth is to stare at a spot on the wall instead of looking at your audience. You may have heard that these strategies will reduce your nervousness when presenting. But either technique will only increase your nervousness. You’ll quickly begin to feel alienated from your audience. Would you meet a person face to face and stare over that person’s head?
Reality: Look directly at key individuals. We connect with each other through our eyes. Effective speakers look at a few people, one at a time. This creates a relationship, and it’s less scary giving your message to each person than to a large crowd.

4. Memorize your speech. Memorizing your presentation word for word increases your nervousness. What happens if you blank out and forget a word? You’ll have to quickly skim your text or tolerate long, embarrassing silences.
Reality: It’s more effective to memorize concepts, not words. If you forget a word, you can make your point another way or go on to a new point. Your audience will not know the difference. When possible, avoid using manuscripts. Notes and outlines will better help you to stay on track.

5. Stand in one place. While you don’t want to pace all over the platform, you don’t  have to make yourself a human totem pole. Some speakers think that they have to retreat behind a lectern, like a turtle hides inside its shell.
Reality: Purposeful movement can be dynamic. Watch some of the top motivational speakers, like Zig Ziglar, Tony Robbins, and Les Brown. They work the crowd. They move across the platform. By doing this, you’ll increase the energy in the audience.

6. Always use a lectern. Most people love the lectern because they can use it as a crutch and hide behind it.
Reality: There’’s only one reason to use a lectern: to hold your notes. Use a lectern only when you have to speak from a manuscript. Otherwise, you risk giving a presentation that will be perceived as formal and stiff.
7. Cover all your points in your speech. Most speakers buy into this myth. They have so much to give the audience that they cram all the information into the allotted time. The result: information overload for the audience members.
Reality: Consider the time frame and modify your talk. Give three major points instead of six. Condense your examples. Tell shorter stories. People will be more likely to remember your speech if you take this approach instead of trying to squeeze too much into too short a window of time.

8. Start with a joke. While humor is important, it’s different from comedy. If you’re not a ”natural” at telling jokes, you might alienate the audience. Even if you’re good at telling jokes, you almost always risk offending or perhaps confusing someone.
Reality: Don’t do it. You don’t have to be funny to be effective. Use humor or irony instead of telling a joke. Or, simply start with a story or a quote. Throw away the jokes. More often than not, they backfire.

9. Shut the lights off to show slides. Many presenters blacken the room when presenting with overheads or slides. They believe this will increase visual clarity and command attention.
Reality: In total darkness, your audience members will fall asleep. And they’ll be startled when you turn the lights back on. Use a dimmer instead. Give people enough light to see the slides, and be sure you can see their faces as well.

10. You shouldn’t be nervous. Says who? Most people come to presentation skills seminars because they want to eliminate nervousness.
Reality: You can control and manage your nervousness, but you can’t eliminate it. For most of us, the fear of making presentations never really goes away. Even the top speakers get nervous. But some nervous energy is good for you. It keeps you dynamic. The goal is to channel your nervous energy into a positive performance.

Reprinted from hr.com

By Estienne de Beer

Perhaps you think your career does not entail delivering any presentations. Well, this is where you might be wrong because no matter what your job is, presentation skills ultimately will come into the picture in some ways. This article, therefore, focuses on the significance of presentation skills in the marketplace and in your career.

You have heard it before … public speaking is the number one human fear. Studies show that this fear ranks ahead of the fear of death for many people. Some people are born presenters. Most are not. Hence, you are not alone when you say that you do not enjoy delivering presentations and speaking in front of a large audience. Stage fright is inevitable. And yet, speak well and you can rise to the top of your organization or industry. Good presenters are quickly recognized as rising stars and catapult over their “mouth-full-of-sawdust” colleagues.

Communication is a vital key in this new century. All of us will, at some time or another, chair meetings, deliver presentations, training or workshops, either to internal or external customers. It gives an edge to keep abreast with the fast pace of the times. Presentation skills definitely work towards this goal. Maybe you are up for a presentation delivery soon and you need valuable tips. Or perhaps, you see the link between success and effective presentation skills, and have realized that effective presentation skills can be a great ally.

The diversity of opinions today in the workplace, which are often controversial, has increased the need for presentations. People need to voice their views to function well at work. For some four thousand years, public speaking has been the key in building and keeping a democratic society and way of life. Aristotle said “a speaker needs three qualities – good sense, good character, and goodwill toward his hearers.”

Presentations before colleagues can sometimes be a real challenge, if not a source of embarrassment; not only to employees, but even to persons of high rank such as scholars, scientists, politicians and executives. They may have hesitations in facing an audience, often accompanied by sweaty palms, stuttering, and the tip-of-the-tongue phenomenon. These dilemmas often cause untold problems to the presenter (especially in self-expression) and unpleasant effects to the audience.

Presenters usually fall into one of four categories. Do you perhaps recognize yourself?

The Avoider does everything possible to avoid facing an audience. In some cases, avoiders seek careers that do not involve delivering presentations.

The Resister becomes fearful when asked to speak. This fear may be overwhelming. Resisters may not love to deliver presentations, but they have no choice. When they speak, they do so with great reluctance.

The Accepter can do presentations but is not that enthusiastic to do them. Accepters occasionally give presentations and feel good about them. Quite often these presentations can be quite persuasive and satisfying.

The Seeker always looks for opportunities to speak. Seekers understand that anxiety can be a stimulant that fuels enthusiasm during presentations. Seekers work hard at building their professional communication skills and self-confidence by trying to present often, despite anxiety.

Success in delivery of effective presentations can open a whole world of opportunities for your career. It can help you conquer new frontiers. It can broaden your horizons through personal development, influence, and advances in your profession.

Presentations Improve Your Personal Development

There was once a student who dropped a course five times because she hated speaking in front of the class. But after a self-study on building up confidence, she decided to give it a try and was successful. In fact, she came to enjoy the experience so much and even volunteered to deliver more presentations. I can certainly relate to this example. I used to harbour an extreme distaste of public speaking in any way, shape and form. Today my bread and butter comes from a professional speaking career and I passionately pursue every single opportunity to give a motivational talk or to conduct a corporate workshop.

Through presentation skills tools like research, conceptualization, and organization, you have a systematic and effective way of presenting your ideas; and thus, you will be able to express yourself better. Inevitably you will also become more open to other people in the process. Furthermore, presentation skills can launch you into a more significant role as you get recognized. Lastly, well-honed presentation skills can satisfy one’s sense of achievement when you add value to an audience. This is one of the strongest motivators to further raise your level of communication skills and acumen in this crucial developmental area.

Effective Presentations Benefits Your Organization

It is not only you who can benefit from the art of communication but your organization as well. Most meetings or presentations are exceptionally boring and with proper communication skills, you can breathe new life into dull boardrooms. And not only that, but good communicators get recognized more often and over time get promoted. If you want to get ahead in life and in business, there is really no way you can nor should avoid public speaking.

Presentation Skills Advances Your Profession

Good presentation skills can boost your career remarkably, and eventually, your finances. Usually, success in the business world is gauged by answers to questions like, “Do you hold an MBA degree or something similar?” However, researchers have proven that the best indicator of success in any profession is whether the person is often asked to deliver presentations. Those who give more presentations tend to have higher salaries than those who give less or no presentations.

The longer you work for an organization and the higher you climb the organizational ladder, the more the boss will ask you to preside over meetings and to give talks to the staff and subordinates or the clients. The higher your position, the more your responsibilities in leading people under you; and the more you must speak effectively. A manager once said, “From the chairman of the board to the assistant manager of the most obscure department, nearly everyone in business speaks in public or makes a speech at some time or the other.”

Big corporations and small organizations alike need people who are successful presenters, both internally and externally. For example, if salespeople cannot present their services or products with a convincing sales pitch, then fewer customers and clients would buy their products. Employees of big organizations meet regularly to make group decisions that they will present formally to senior management.

The bottom line is this: Whichever road you take, you will encounter instances that require you to deliver presentations. This begs the obvious question … will you avoid, resist, accept or seek?

Estienne de Beer is a Professional Speaker and Presentation Skills Coach. He is the author of the book “Boosting Your Career – Tips From Top Executives”. To receive his free personal development newsletter or to browse e-books for your success, visit his website at www.leader2leaders.com. Reprinted from hr.com.

Copyright 2007 by Estienne de Beer. All rights reserved.