Presentation Tips Archives - Deft Communications

Presentation Tip #4: Television Interviews

October 20, 2015 by Jon Leave a Comment

Deft Communications specializes in helping our clients prepare for all manner of presentations, whether it’s going on camera as a spokesperson, delivering a keynote speech to a large auditorium, or simply conducting a small team meeting. This blog series will periodically provide best practices for any type of presentation you do.

I recently had the honor of serving as spokesman for Vital for Colorado during a series of Western Slope stakeholder meetings. Over the course of two days, I did three on-camera interviews for television (one live, two pre-recorded – which you can view here, here, and here), one radio interview, and one print interview that has yet to be released.

While our practice focuses mostly on getting our clients ready for their speaking engagements, we’re happy to serve as spokespeople ourselves when the need arises. However, keeping the goal of client service and prep at the forefront of our counsel, below are a few television interview tips I’m happy to share after doing three of them in Grand Junction earlier this month. Keep these in mind for the next time you’re presented with the opportunity to speak on behalf of your organization. And if you’d like additional help, you know where to find us.

Prepare as much as possible

This seems like obvious advice, but it’s amazing how many people believe they can “wing it.” When the cameras are rolling, an interviewer is staring at you, and you’re suddenly drawing a blank on what your own name is, you’ll be glad you prepared.

In terms of how to get prepared, ask a few questions. Will this interview be pre-recorded or is it live? The difference here is huge. In a pre-recorded interview, you can start over. If you mess up, just start again. Reporters want a smooth presentation just as much as you do because watching someone trip over their words makes for bad television. So, if you stumble or make a mistake, simply start again. In a live interview, no such luxury, which will alter the way you prepare.

Find out the questions in advance

Contrary to what the most paranoid part of our brains would have us believe – and no matter what Donald Trump says – the media generally isn’t out to get you. Confrontational journalism certainly has its place, but the vast majority of the time, members of the media are seeking to be effective conduits of knowledge to a curious public.

In service of those goals, help the reporter with facts. Send a press release or media kit in advance. When it comes time for your interview, show up early. Inquire about what they plan to ask you on camera. If they ask why, tell them you want to be as accurate as possible in representing your organization, so if there are specific facts that are noteworthy, you want to make sure you get them right. This will also help you anticipate any curveballs.

Deft Communications live in studio - television interview tips — Emily Fredrick and I talking live in studio about the crude oil export ban.

In my live interview in Grand Junction, I asked Emily beforehand what she was going to ask me about. Most of the questions were straightforward, but she had a question that I hadn’t really prepped for. Since I was early, and since I just plain asked her what she planned to talk about, I was able to formulate a response and practice it. Everything went well, and it was certainly better than being blindsided.

Take a breath and be calm

Going into any engagement with the media, you’re bound to be nervous. Unless you’re a trained spokesperson, and you do this every day, you’re bound to be on pins and needles. I had never done live television before, and my adrenaline was pumping.

But I think about one of my good buddies who played football in high school. He told me he’d be so amped up before a game that he’d feel like he wanted to vomit, but that once he hit someone for the first time, he’d calm down. The same principle applies here. Once you answer the first question, assuming you’ve practiced your talking points, then you’re just in it. And before you know it, the whole thing’s over.

What a rush!

Know your talking points

This might be the most important tip I can give you. In a pre-recorded interview, the reporter will likely ask you what feels like the same question in a bunch of different ways. It’s not up to you to come up with new and inventive ways of answering the same question, so just hit your points again and again. You know what’s important, and what you want to convey in this piece, so stick to it. It may feel repetitive, but in the five minutes or so they’re interviewing you, they’ll use maybe a sentence of yours. Make it count and make sure it’s the key point you want you to get across.

Remember you’re the expert

Today’s newsrooms are understaffed, and many reporters will lean on what you provide them. You’re the expert in your field, so have confidence. Again, the overwhelming majority of reporters are not “out to get you.” Work with them, treat them with respect and professionalism, and you’ll optimize the opportunity. Provide background material beforehand and ask if they have any questions. Doing good prep work will ensure you, your client or organization, and the news organization get the most out of this engagement.

Keep your feet and your head quiet

A practical tip before we end this post. Movements are amplified on camera, so try to keep your feet from moving too much, and keep your head relatively still. This feels unnatural for me as I have what one of my high school theater directors referred to as “happy feet,” but it’s key in not making physical movement a distraction during your piece. Getting on-camera practice with professional instructors can be helpful with this.

Like most things, doing television interviews can be a self-fulfilling prophecy. Visualize yourself doing well will usually lead you to practice, prepare, and work collaboratively with your interviewer resulting in a good piece. Fretting about it and failing to optimize your approach will produce less than stellar results.

So be confident, do good prep, remember these television interview tips and when all else fails, call a professional.

Presentation Tip #3: Managing Your Nerves

July 21, 2015 by Kristin Leave a Comment

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Jerry Seinfeld has a joke that says speaking in front of a crowd is considered the #1 fear of the average person. #2 is death. That means to the average person that if you have to be at a funeral, you’d rather be in the casket than giving the eulogy.

We believe that because we know how to speak, we can easily speak in public. This is a fallacy. We were taught how to speak just as we were taught to do anything else. It stands to reason that we should be taught how to speak in public as well. Because speaking in public can seem daunting, and with that comes nerves, here are some tips to managing that nervousness.

The first (and best) way to calm your nerves is as easy as it is annoying. Prepare, prepare, prepare.

The most common cause of nerves is a lack of preparation. Many feel that because they’re likely being asked to speak on something with which they’re very familiar, they can “wing it.” No matter how well you know the information, it’s imperative to make notes or an outline of the material you want to cover. Why? Because no matter how familiar you are with the material, being in front of an audience adds a layer of tension that can cause you to lose your train of thought or make the material magically disappear from your head. Having notes will help keep you on topic, allow you to pick back up where you left off (if it happens), ensure you don’t forget an important point, and quell your jangly nerves.

Second, recognize what you do when you’re nervous, and then mitigate it.

Do you flip your hair, tap the podium, sway back and forth or all three? Your audience will focus on your distracting nervous behavior, not you, and certainly not your message. By managing your nervous habits – in the cases mentioned above, think about wearing your hair up, putting paper on the podium to absorb the noise of tapping, or planting your feet in a wide stance) your audience can focus on you, and you can focus on your message. Then everyone gets the most out of your presentation.

Finally, understand that nerves are natural, and although it may seem counterintuitive, beneficial. Being nervous is a sign that you care and that you want to do a good job. Never try to rid of yourself of nerves fully (and especially never use chemicals to eradicate them). Instead, channel that energy in a productive direction and use them to visualize yourself doing a good job. The times I am most nervous are when I am most passionate, and when I want my presentation to be perfect.

Speaking in public doesn’t come naturally to most, and the above tips are just a start. If you would still prefer to be in the coffin instead of giving the eulogy, we can help.

Presentation Tip #2: Learn about your speaking venue

May 29, 2015 by Jon Leave a Comment

I’ve stood in front of hundreds of people in a darkened auditorium with large video screens displaying my meticulously crafted PowerPoint presentation flanking me on either side, wireless mic attached to my lapel, booming sound system sending my voice into what felt like infinity.

I’ve also stood up at a round table seating 10 people, the warm fall air’s gentle breeze washing over everyone’s sunglass-adorned face, no notes in front of me, no sound amplification, only the fondness for my best friend and his new bride carrying me through the brief two minute presentation.

Which speaking engagement was I more nervous for? Beforehand – it was a tie. They both seemed equally daunting. In the moment, it was easily the second one. If that surprises you, you’re not alone. It surprised me, too, but I was ready for it. Why? Because I structured my speech to deal with that level of intimacy.

I wrote this speech to be structured in such a way, that if I got lost, got too emotional, looked too long at the groom’s crying mother, whatever… I could short circuit to the end without missing a beat and without anyone being the wiser. That’s exactly what happened. The groom’s mother started to weep, I got caught up in the emotion of what I was saying, lost my train of thought, and short circuited to the end.

It’s for that type of reason that it’s so important to understand your venue when you approach a speaking opportunity. I knew this would be a small affair – we were only the bride and groom’s 10 closest friends and family members – so I didn’t want to use notes, and I didn’t want to sound too formal. So I knew while writing that I’d have to write in a way that built in a failsafe in case I hit any snags. I did, and the speech turned out wonderfully. Tears streaked everyone’s cheeks, and they complimented me after it was over. It was a good feeling.

Compare this to the large auditorium situation. I knew the crowd would be large, I wouldn’t be able to see anyone, and that I’d have to practice, practice, practice. Amazingly enough, the fact that I couldn’t see anyone gave me comfort because outside of an errant cough or the reactions from my planned laugh lines, I felt much less exposed giving this antiseptic performance than I did while delivering a heartfelt speech to less than a dozen people.

That’s why considering your venue is so vital. Understanding the physical characteristics of your presentation space will – or at least should – shape how you write your material. Is it a large group or a small group? How large? How small? Are you expected to stand up and act as leader or remain seated at perhaps a conference table? Will you need a sound system? Is the audience solely live, or are there webcast attendees to consider? All of these things, taken in concert with the event’s purpose, will inform how you present.

You don’t drive your car the same way on the highway as you do in your neighborhood. Your presentation style shouldn’t be the same in all venues either. Learn as much as you possibly can in advance of your presentation about the room, the audience, the layout, and the physical characteristics of the venue, and then use that knowledge to create the best presentation possible.

Because whether you’re looking to make your best friend’s mom cry, or trying to keep the attention of hundreds of strangers, understanding your environment is a big component of achieving any of your communications goals.

Presentation Tip #1: Be aware of your time limit

April 21, 2015 by Kristin Leave a Comment

As a public speaking instructor for college students, one of the most frequent complaints I receive – at least once a semester – regarded the seemingly draconian penalties I handed out for exceeding the time limit on any given speech assignment. The common argument was that a time limit was arbitrary, and that a speech should be allowed to go as long as the topic warranted, and then judged on the merit of its content.

What I end up explaining time and again is that adhering to the time limit is a key indicator of the merit of a speech’s content. When schooling functions at its highest level, it serves as preparation for real world conditions. And in the real world, we deal with seemingly arbitrary limitations all the time. Learning to navigate those limitations effectively is what breeds nimble, successful professionals.

In terms of public speaking opportunities, only in the very rarest of circumstances will you be given a blank slate on what to speak, and for how long. Virtually no one is given that kind of free reign. You will almost certainly be given time constraints, and while staying within them can be challenging, I think time limits are better viewed as a gift.

A time limit is an opportunity to hone and tailor your presentation to its most optimal. Do you have five minutes to present? You’d better make those five minutes count. That means distilling your material to its most impactful elements and focusing on that which you want your audience to think, do or feel. Understanding your presentation from the point of view of your audience might also help you understand it better as the presenter.

On a more practical note, adhering to the allotted time also demonstrates respect for your fellow presenters. If you’re participating on a panel during a day featuring multiple presentations, when you don’t adhere to the time limit, you’ve just taken time from someone else. Let’s say there’s three panelists, each given 20 minutes. If you go 25, you’ve forced your fellow presenters to shave five minutes from one (or from a combination of both) of their presentations. That can be viewed as careless at best, and disrespectful at worst.

Know your time limit ahead of time, tailor your presentation to fit the allotted time and focus on the key takeaway for your audience. Then deliver your material confidently. You’ll portray yourself as knowledgeable, poised, and respectful of your audience.

Prepare as much as possible

Find out the questions in advance

Take a breath and be calm

Know your talking points

Remember you’re the expert

Keep your feet and your head quiet