First Impressions: Developing the Speaker Within You

January 5, 2012

First Impressions.

Generally there isn’t a drum roll as we step up to the dais or platform, but regardless of this we only get one chance at our first impressions.

OK. So you do get a drum roll whenever you get up.
In that case I am not speaking to you, but to all the rest of us who usually don’t get one.

We then have to create our own aura, sense of interest, excitement. It is widely understood that the first few moments, perhaps 10 seconds that a speaker spends on the stage are amongst the most critical of their entire address.

In fact, even their ascendance to the stage, the very act of rising from the floor, or their seat on the platform is just as critical. We only get one chance at a first impression.

One chance at that vital impact that makes us memorable to an audience.

Audiences seem to have this perceptive on/off switch embedded in their minds that is activated immediately the speaker is introduced. Within seconds it swings one way or the other: I like this speaker, or I don’t! And once triggered it takes much, much more energy to change the position of that switch (if it can be done at all) once the address is properly underway so the message is clear: get it right first up!

It is always advisable to demonstrate an impression of enthusiasm, liveliness immediately our cue is given. Never, never just lounge up to the stage, with our face fixed on the floor and meander casually to the dais.

Even worse is to, once having shuffled to the dais, spend 10 seconds or so sorting notes, adjusting microphones, sipping water and generally doing all the things that should have been organized well before. This just breeds a perception of a speaker that is disorganized, careless and in all probability, boring.

It is best to spring to our feet, move at a brisk pace to the platform or dais and then simply spread our prepared notes (if we are using notes) in one smooth motion while keeping eye contact on both our host and the audience.

Eye contact is just so important even at this early stage of an address so it is advisable to do everything possible to keep the audience attention on your eyes, not on the surroundings.

They are, even at this point, instinctively working out whether they will listen to us, or not. For this reason it is usually best to transport our notes in a matt black folder that is basically invisible to the audience while we are moving: not a bundle of loose, flapping pages that give the appearance of a newspaper caught in a wind gust.

Once ensconced at the dais, depending on the event and the audience, great energy and expectation can be created by maintaining an interested, roving eye contact with the audience for a few seconds, coupled with appropriate body language, before uttering our first (very carefully chosen) opening line.

Whilst it may seem forever, a well executed pause at this critical moment of about 4-5 seconds will almost have our listeners lifting out of their seats in expectation. It is almost like inflating a balloon right up to bursting point: the audience are almost holding their breath waiting for the bang!

At this point, for a few critical seconds, the world is your oyster. The selection of our opening words, the first 5-10, is key to creating life and energy for the address and can either turbo charge or stall our entire address.

I once was commissioned to introduce a keynote speaker, from WorkCover, a key Government agency responsible for employee safety at an industry conference. My opening five words were “WorkCover is killing this industry”. Everyone went quiet. Our CEO’s face looked like the blood was draining from it. I could see him thinking “what is Neil doing, what have we done, how am I going to apologize to our speaker?”

But, the audience attention was palpable. What the CEO (and the audience) didn’t know was that I had done my homework in advance. As any speaker should.

I had spoken with the keynote before the session, talked over his content to make sure that I didn’t detract from his key address. And, I had meticulously explained, and gained his consent to open with an inflammatory remark.

We got the attention of the audience. Our keynote was pleased. Our CEO recovered his composure and didn’t have a heart attack. The session went well.

Author Neil Findlay

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Capturing the Inspiration: Developing the Speaker Within You

January 4, 2012

By Neil Findlay

Capturing The Inspiration.

The way we capture inspiration can be very different for each one of us as individuals. We are all wired up differently. Our DNA is not the same. Thankfully.

We all think just that bit differently, process differently and arrive at conclusions in different ways, and, at different speeds.

This is not rocket science, but when dealing with a very subjective thing like inspiration, it becomes very important indeed.

For, trying to tell someone how to be inspired, how to come up with ideas, how to be creative is like the classic ‘how long is the piece of string’.

We will all arrive at these moments in slightly different ways, and importantly, we will manage those moments quite differently.

When speaking, or writing for that matter, it is often impossible to simply allocate time to be creative, and then do it, or rather, be it. Just like that. Clinically.

I often liken this condition to being ‘in the zone’. A time when ideas, concepts, themes and solutions just seem to flow. Like, the tap has been suddenly turned on and our thoughts run unimpeded, unrestrained, freed from our circumstances, surroundings or competing priorities.

Some people can, in fact, simply spend time formally thinking, and be creative. Many of us, however, find that these moments are seemingly outside of our control. They just happen, and often when we are least prepared.

Perhaps while sleeping, and suddenly we awake with these amazing thoughts. Scientifically this is proven: that our brains whilst asleep do process huge amounts of data and frequently just come up with solutions. This is the old saying ‘to sleep on it’ at work.

Perhaps while driving, or in the shower, the epiphany occurs and the solution or the idea just seems so clear.

The eureka moment (that concept which was attributed to the ancient Greek thinker Archimedes in about 225 BC) occurs and we have it!

But what we do with that epiphany, that Eureka thought, is mission critical in these circumstances, for just as these thoughts seem to arrive out of thin air, they will disappear just as quickly into thin air if we don’t capture them. For usually at these creative times, our thoughts and processing capability are quite scattered, running this way and that. Great thoughts stumbled upon in a waking moment will often be lost completely unless captured, recorded in some form.

I have found myself literally getting up out of bed several times in a single night to quickly record thoughts for an address I am preparing for, such is the urgency, the imperative of doing so. Now, usually, I keep a notepad and pen beside my bed at all times, and often don’t even turn the light on to write, but simply jot down a few words in the dark as memory prompts for the next morning. That way they are not lost.

I know people who have been driving and literally written key thoughts with a whiteboard pen, or even lipstick, on their car window (not on the wind screen to impair their vision) in order to capture those critical key Eureka thoughts while they are happening.

On occasion I have literally had to reach out of the shower (not a pretty sight) to scribble down some key words, to capture those key thoughts on the run so I don’t lose them.

I often capture notes and ideas on my iPhone and save them as notes, or email them to myself so as not to lose them. Obviously, an audio recorder can also be a great way to go. Most smart phones have this capability now.

The key here is to simply be like the boys scouts, and be prepared.

Moral to this story: inspiration happens when it happens, whether we are ready or not. It’s best to be prepared for it when it comes. Opportunity lost is no different to never having an opportunity at all.

Nothing is truer than the old adage: the bluntest pencil is better than the sharpest memory.

Author Neil Findlay

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My New Years Resolution

December 31, 2011

By Neil Findlay

My New Years Resolution.

Yes Sir (…and Madam)!

It’s that special time of the year once more.

When we sit down and write all that well-intentioned, well-meaning, intelligent stuff we like to call our New Years Resolution.

Sort of, like, a wish list of all those things we failed to achieve during the preceding year but wished we had actually succeeded in.

You know, lose a few pounds, cease that bad habit (or take up a new one), finish writing (or reading) that book, or completing that annoying task that has been just sitting there all year(s).

All the things that we really, seriously, did intend to do, but just didn’t seem to get around to.

And Oh! By around February there’s that inevitable guilt feeling all over again because it looks like we just aren’t going to make it this year either. The goal still seems just as big, just as distant and we haven’t progressed far.

Wouldn’t it be great to have an objective, and then actually achieve it? So good for our morale, and momentum!

Well, I am reminded of that great analogy: How do you eat an elephant? Answer: One bite at a time!

I don’t think it really matters too much how big and hairy our New Years Resolution is, the problem is that we all too often have unrealistic expectations of when and how we achieve it. And when we review it during the year and we haven’t made too much progress, well, the discouragement and disappointment is palpable.

And so it all slips away. Again.

For 2012 I too have some resolutions. That I fully expect to achieve. In 2012.

But I have set out some reasonable, achievable and measurable steps to get there.

How about we all identify one or more things that we intend to achieve in 2012, and set some timelines, milestones right through the year where we can measure our progress, and experience that special sense of achievement as we progress towards our goal.

Perhaps month by month, or Quarter by Quarter.

Some incremental and realistic steps on the pathway to reach our goal.

Things that make a big goal achievable over time. That make the impossible possible.

Let’s commit to telling someone else about our resolution, so we can be accountable. And promise not to beat ourselves up if we don’t get all the way there by year-end.

Remember, so much of life is really about the journey, and not the destination.

Have a great 2012, enjoy the journey, and let me know how you get on….

Author Neil Findlay

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Speakers Notes that Work: Developing the Speaker Within You

December 29, 2011

By Neil Findlay

Speakers Notes That Work.

We know that it’s perfectly acceptable to use speakers notes if we want. OK?
So the fact of using notes is not the issue, how they are constructed and how we use them is.

Whether we use just three or four words as memory prompts, or copious notes verbatim also is not the issue.

But the structure and usability……

Unless presenting a very complicated paper, full of facts and detail, in the interests of practicality it’s always best to limit the pages to just two.

That way we can approach the dais and simply lay down our notes and not touch them again for the duration. This avoids all that disruptive and unnecessary shuffling of pages, the risk of losing them or getting them out of sequence and all of that.

Of course, any set of speakers notes should ALWAYS be page numbered, without exception. I have had the nasty experience of stepping up onto the platform and clumsily dropping my notes and then having to (embarrassingly) spend those first critical moments reorganizing myself. Sigh!

A simple thing like an unexpected breeze (especially if speaking in an outside venue) or someone else bumping us or our notes can deliver this same amount of chaos, so be prepared.

It’s always best double space notes to allow for clarity when reading on the run, but more importantly to allow editing on the run.

When we are ‘in the zone’ as it were, thoughts will come without warning and sometimes copiously. I find that often, right up to the minute I approach the dais I am getting really valuable thoughts coming to mind.

This is why it is important to have our notes double spaced: to allow free space to jot down these killer thoughts as and when they arrive.

It’s very risky to simply commit these to memory, without writing them down. So often in the thick of the battle these are just forgotten and then we kick ourselves later for not presenting that out of the box thought that would have nicely topped off our address.

For the same reason, we should also leave plenty of margin down both sides of our notes. This space can be used to write down key additions, edits or to highlight key points so that when we get up to present, it is right there in front of us and doesn’t get lost.

Moral to this message: it’s not rocket science, just simple attention to process and detail. Just a little housekeeping, planning and preparation with our notes, coupled with some preemptive forethought can transform an average address into an outstanding one.

Author Neil Findlay

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Australian Politics and Who to Blame For It

December 27, 2011

By Neil Findlay

Australian Politics and Who to Blame For It in 2013.

Many Australians have developed the practice of criticizing, or blaming the government to an art form. Those critical disparaging skills, so essential in order to be a real armchair critic, have been honed to perfection over recent years.

To be fair to the average amateur critic, there has been plenty of good case study material out there to make use of over the past couple of years.

We have seen multiple policy changes, where it appears the Government is being swept around like a leaf in a storm. And incessant policy vacuums where industry and foreign policy seem to be all but forgotten.

There has been much evidence of a weak, impotent Government being unable to create, or execute sound policy.

And so the finger-pointing and grand standing has, perhaps with some expectation, scaled new and lofty heights.

The obvious reality is however, that either side of the political divide could do a reasonable job of managing the Australian economy, environment and security.

The unfortunate thing is that we have watched what is essentially a puppet Government gyrate this way and that at the behest of the multiple fringe elements that keep it in power. Each one demanding its own wish list of idealistic and sometimes populist policies, or else!

The very fabric of what should be a coherent, stable, accountable Government is being ripped apart by ravenous wolves who seek only to implement their own ideologies without very much real interest in the nation as a whole.

And all the while, serious and critically time sensitive decisions remain in the quagmire of a paralyzed system.

Surely the question must be asked: how did this parlous situation come to pass? Who should we blame?

It is beyond mention that these problems are not the fault of the Government of the day, despite all the posturing and finger-pointing of the critics, including the opposition.

Yes, you heard me, not the fault of the Government.

Australia, like any successful nation, cannot be expected to survive and prosper without sound, strong Government. Despite the ramblings of the political commentariat, a minority Government that hangs daily by a thread, by the whims of a gaggle of independent and minor parties, cannot be expected to govern effectively.

Is this the fault of the Government? I think not!

Perhaps the fault of the opposition, or even those independents whose votes depend on getting their own sweet policies up? No, I don’t think so.

This problem is not someone else’s problem. It was not caused by the other party, or those handful of voters who elected the minor parties.

It was caused by You and I. Us.

People always deserve the Government they vote for. Always.

In contemporary Australia, we, the electorate, created this situation, and are accountable. It is time we stopped finger-pointing or demanding the head of this Minister, or that Minister, or the Prime Minister for that matter. We created this situation all by ourselves, and we rightly deserve the outcomes.

It is time we faced up to the facts that we got it wrong!

It is to be hoped that 2012 will see the circumstances arise where we have the opportunity to appoint a Government again. And let’s not straight way get hung up over which colour flag that Government should fly.

The critical thing is that a Government is elected with a clear, strong and workable majority that allows it to govern without the incessant interference and meddling of fringe elements.

Both Labour and Liberal parties have the potential, the ability, to get on with running the country as it should be run.

Let’s hope that this opportunity arises, and that we, the very ones who created this mess, get it right. Clearly.

Tell me what you think: leave your comments below

Author Neil Findlay

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Is Our World Sustainable, or are We Consuming our Future: the Growth

December 23, 2011

By Neil Findlay

Is Our World Sustainable, or are We Consuming our Future.

As we pause from the frenetic activity of another year, and reflect on the year ahead, it is useful to reflect on how we as a global population are positioned in terms of our resources and environment.

As we do this some concerning trends come to light.

And, questions begin to form. Or should.

Are our consumer driven lifestyles sustainable?

How are we managing and using the resources at our disposal?

What are we leaving behind for subsequent generations?

There is nothing wrong with consuming the resources of our generation. But many of the resources we use are finite, so what if we are in fact consuming our successors resources? What if we are leaving behind us a legacy of debt and resource shortages?

Often people take a long-term view of, say, 20-30 years. But what are the generations ahead going to contend with in 1000 years time if we misuse what we are custodians of today.

A study of International Monetary Fund figures and known demographic and global financial data of the world for the past 110 years reveals some very salient facts & trends.

If we look at Global Population (GP), World Trade Value (WTV) (Normalized to 1990 $US) and the Consumer Technology Invention & Development for Personal Use (CTID), the numbers come up as follows:

Year	GP (Billion)	WTV (Trillion)	CTID
1900	1.8	1.3	1,000
1960	3.9	5.8	4,000
2010	7.0	55.0	141,000

It is readily apparent that our consumption of consumer goods is growing at an exponential rate. The obvious question that arises is: can this be sustained, and for how long?

Yes, we absolutely do need to farm, harvest, mine and produce in order to maintain and provide for our people.

But we also do need to consider the generations ahead when we use these resources, when we manage the waste products and debt that is created in the process.

Effectively, we are merely stewards, custodians of the world we inhabit, holding it in trust for the generations to come, so let’s ensure that we manage it well and hand it on in good condition.

Let’s aim to hand it on in at least as good shape as we inherited it, or better.

Authors Neil Findlay with Andreas Helwig.

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Speakers Notes that Don’t Get Us Lost: Developing the Speaker Within You

December 17, 2011

By Neil Findlay

Speakers Notes that Don’t Get Us Lost.

OK, so, we’ve understood that speakers notes are not necessarily a bad thing.

Whether they are merely a few words used as memory prompts, or a few pages used a comprehensive speakers guide the principle is the same.

Clarity and Readability is Paramount

However, like many tools, it doesn’t matter how well prepared the notes are, if they can’t be followed and read easily and quickly, they are pretty much useless and most likely counterproductive.

It is quite frustrating for a speaker (and the audience) if at some time during the address they lose their way and have to struggle scanning paragraphs, or worse, flipping pages trying to recover their position and momentum.

We know that the best addresses are those that are not read verbatim don’t we. Don’t we?

Notes are Fine, Just Don’t Read Them

Whilst it’s perfectly OK to have an address written out fully, especially if contains technical data that has to be presented correctly, it is critical to resist the temptation to simply read the material in front of us without eye contact , and without expression or interaction with our audience.

The object then is to present as if speakers notes were not being used, but all the time using them to keep us on track. This means basically ad libbing on the way through, but none the less keeping on track with our content and notes if need be. To achieve this, our notes must be easy to follow, with no more than a fleeting glimpse when needed.

Hence the problem: when we have a quantity of notes to follow and contend with, we can lose the plot at times. Either by placing too much emphasis on our notes and losing expression, or launching fully into a passionate speech whilst drifting off course and failing to deliver our intended theme or content.

Highlight Key Words

The key here is to carefully scan our notes when complete and clearly highlight key words, and key phrases so they are instantly discoverable and legible. On the run.

It’s easy if using computer generated speakers notes: just bold text key words or even parts of key sentences. It’s also not a bad idea to raise the font size of key elements so they standout, absolutely.

If using handwritten material, then a highlighter will do the trick, or if really running short on time and resources, simply go though the notes and circle or underline key words & phrases.

Spread Key Words

Spreading key words throughout the address works best. We’ll cover in a later post just where the two critical phrases of any address have to be placed.

In any case, every paragraph or section of notes should have embedded in it a key thought or word. If not, then it is likely the section in question is merely fluff, stuffing to build up content and should be deleted. It is really easy to load up an address with minutia, or irrelevant material that serves no good purpose. So be careful.

Another benefit of this highlighting process is that it gives us the ability to review an address from a macro perspective and see just where, and if, we have covered our key content, and most importantly, how it flows from beginning to end.

Once we get a grip on these principles it will be common place to complimented by people from our audience saying ‘you spoke so well, and you didn’t use any notes’, when in fact we did use notes, it’s just that the audience didn’t see us doing it.

Let’s go to it…..

Author Neil Findlay

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QTLC Appoints Chief Executive Officer.

December 14, 2011

By Neil Findlay

MEDIA RELEASE

14th December 2012

Queensland Transport & Logistics Council appoints Chief Executive Officer.

BRISBANE – The QTLC has today announced the appointment of Dr. Rebecca Michael as CEO.

The QTLC is the key Government & Industry advisory body on matters of freight policy, regulation and infrastructure. The Council operates statewide across all freight modes including road, rail, sea and airfreight.

QTLC chairman Neil Findlay says Queensland is at the forefront of national reform in the freight sector with the decision to base the new National Heavy Vehicle Regulator in Brisbane. Other critical National reforms are currently underway with the establishment of the National Rail Safety & Maritime Regulators.

The council worked closely with the Queensland Department of Transport & Main Roads to deliver the ground breaking Queensland Integrated Freight Strategy, released last week by Queensland Minister for Transport Annastacia Palaszczuk.

With freight volumes set to double by 2030, and multiple National and State freight policy reforms currently underway across the road, rail and maritime sectors the council’s workload is expanding rapidly.

QTLC has formed three key working groups to address these emerging challenges: Access & Regulation, Infrastructure & Planning and Intermodal, each charged with providing strategic freight advice for Queensland.

Dr. Michael’s strong credentials in government relations and economics will significantly expand the QTLC’s capacity to participate and contribute to these critical reform processes Mr. Findlay said.

Queensland must ensure it stays at the forefront of freight policy and strategy development to deliver a clean, safe and productive industry for all Queenslanders.

For further information contact Neil Findlay on 0418 718025 or visit www.qtlc.com.au

Keeping Time: Developing the Speaker Within You.

December 9, 2011

By Neil Findlay

Keeping Time.

Every good speaker understands the imperative of timeliness.
Although somewhat earthy, the old saying stand up, speak up, sit down, shut up resonates here.

It is entirely unprofessional, and inherently rude to exceed the nominated, or agreed time for a speech or presentation.
So, keeping time becomes a vital objective for any good speaker.

Well organized, disciplined speakers can finish on time, every time, but for the rest of us, there is a role for well structured speakers notes to solve this problem.

It is irrelevant whether we are using fully written notes, or mere memory prompts only. The principle is the same: use our notes to keep us on track and on time.

If using fully written speech notes, then a word count of the notes divided by our normal speaking pace in words per minute will generally go some of the way.

Spending some time to calculate our normal reading speed is a very useful exercise. Just remember to include pauses (used for emphasis) and some margin for normal audience interaction that will add time to our presentation.

Select a normal set of notes or text that we would normally speak from, and carefully measure the time in minutes to speak about a thousand words. This must be done audibly, at normal voice tone and volume to be accurate.

The math is then simple.

Do be aware that in any address, even the most carefully structured address can run longer due to extra pauses, interruptions or minor deviations from our notes and so on.

Whether using fully written notes, or just three or four words as prompts, it is highly recommended to note down one side of our page(s) minute milestones in, say, five-minute increments right up to the agreed maximum time allowed.

This is one of the simplest and best ways to stay on time. As we work our way through our address.

This way we know at each milestone just how we are going and whether we should speed up, or maybe start to drop some content in order to complete on time. This is especially important if, for whatever reason (it happens) that we stray from our notes or intended theme.

It is then easy to review on the run how our time is going and make whatever changes necessary to ensure we are keeping time, and on time.

If we are good at keeping time our credibility will grow.

Let me know how you get on….

Author Neil Findlay

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Speakers Notes, To Use or Not to Use? Developing the Speaker Within You.

December 8, 2011

By Neil Findlay

Speakers Notes, To Use or Not to Use.

Most of us have stood (or sat) in awe before a speaker who enthralled us for 45 minutes, exuding knowledge, facts and details seemingly without effort and without any speakers notes.

At least that’s how it appeared.

But do speakers notes really deliver a successful presentation or speech?
What do they do? Are they necessary at all?

And then there are the various myths that surround the use of notes. A speaker shouldn’t have to use them. They do more harm than good. And so forth.

Let’s take a moment and look rationally at this issue. The positives and negatives of using notes.

Most speakers use some form of notes, ranging from a fully prepared address, written out word-perfect, down to just several words as memory prompts.

A fully written out address has the following advantages, since it:

Allows the speaker to carefully assemble, structure and ruminate over an address
Allows one to carefully tailor the length of an address, since a word counter in conjunction with the speakers known words per minute will provide a quite accurate duration time.
Provides great accuracy when an address has to contain lots of technical detail, figures or statistics
Keeps the speaker on track and eliminates (generally) the temptation to wander off theme
Provides a written record of the address, which can be archived for future reference or more importantly, refinement. Often, a really good address matures with age and after being delivered multiple times.
Also good for when someone requests a copy after the event, or to check back later in the event of did I really say that?
Allows such a copy to be provided in advance for those organizing an event.
Some event organizers like to review papers prior to accepting them, which gives them the option to politely decline our offer to speak if the content doesn’t quite fit their agenda
Provides the option to delegate the address in the event that the primary speaker cannot attend.
Provides the option to use a speech writer to craft the address
Provides the ability to have the address checked, or screened by a third-party if accuracy is critical

However…..

Using notes also has some potential downside, including:

The temptation to simply read the notes without speaking
Prepared speeches can lead to the risk of standing with hands gripping the sides of the lectern, head down, reading expressionless, with the occasional furtive glance up to see if audience is still there. They usually still are (physically) but aren’t (in spirit)
The risk of delivering this type of monotone address, which is second only to sleeping pills in putting people to sleep, is high when prepared notes are used
Extensive notes often mean that expression, or passion gets overlooked
Frequently, eye contact with the audience is minimal, or worse, non-existent
Interaction with the audience is minimized, meaning that any audience rapport is compromised severely
Prepared notes often limit the speaker’s ability to be intuitive, to read their audience and adapt to the mood of the day
Prepared notes often mean that inadequate preparation is undertaken, especially if using a third-party speech writer
Over emphasis on the words, and little if any emphasis on the delivery of the words

There is no one size fits all answer to this question.

Notes are frequently an invaluable aid to delivering a sensational address.
How extensive those notes are, and much more importantly, how we use them determines just how sensational that address is.

If we pause for a moment and remember the 7-35-58 rule, then we will quickly realize that notes have a place in the scheme of things, but given that the actual words used only contribute 7% towards what an audience takes home, their role is minimal.

They carry with them the risk of delivering a seriously boring address that leaves an audience basically comatose.

More in a later post about how to construct notes, and how to use them.

Author Neil Findlay

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