Career bytes: How to address a public meeting

The author is a corporate trainer on Life Skills and visiting faculty at Management Institutes from Mumbai.

Great public speaking isn't only about what you say; it has a lot to do with how comfortable you are with yourself. And how comfortable you are with yourself is reflected in your body language.

So, how do you make sure you send the right signals when you rise to speak to a gathering? What to wear?

Dressing for the occasion is of prime importance. So make sure you keep the following in mind while wondering what to wear:

• Be extremely careful about your attire; since bright overhead lights can and will invariably highlight all of you!
• Your clothes should be elegant and slightly "pro-establishment". This simply means this is not a good time to experiment with new styles in dressing or accessories.
• Choose smart and comfortable footwear. Don't be too self-conscious because you may trip -- consequently, stilettos are not a very sensible option.

Fabrics such as light cottons and polyester weaves can turn semi-transparent under bright lights. So make sure you go with slightly thicker, opaque fabrics to avoid embarrassment.

Also, silk saris can sometimes "balloon out" if there is an overhead fan. Wear heavier garments, or, request the fan to be switched off!

Here are some of the things you need to keep in mind as you arrive:

Reach the venue a few minutes before the programme begins, so that you can get yourself "used to" the place. Sometimes, just the size of large auditoriums can seem overwhelming, even to seasoned speakers.

Check whether the mike is working properly, and find out what kind of mike you will need to use, whether collar-clipped, wire-free hand held, or standing and height-adjusted.

Also, if you have to make a presentation, make sure you get familiar with how the laptop computer, projector and laser-pointer works.

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Keep these points in mind while getting started:

When you are on an illuminated stage, the audience will be able to see you clearly, but you may not be able to see the audience.

• When it is your turn to speak, rise gracefully from your chair, lift your chair away (don't drag it), smile and nod at the previous speaker and walk with confidence (shoulders back and a pleasant face) to the mike or podium.
• Remember to thank the previous speaker before you begin.
• Smile. It reduces anxiety, makes you seem more "likeable" by the audience and will invariably draw smiles from some people on the first rows.
• Face the audience without any physical barriers in between. This means, avoid standing behind a table, chair or podium (unless the situation calls for extremely formal protocol). This signals confidence as well as a willingness to "connect" with the people.
• Let your arms be loosely held at mid-body level, so that you can gesture while making a point.
• Have a dry throat due to nervousness? Breathe deep, think positive and suck on a tiny mint, lozenge or a clove.

Unless strictly necessary, avoid gulping water just before you rise to walk up to the podium or mike. Sip discreetly, well before your turn to speak comes.

• Ideally, speak from memory, based on thorough preparation on the topic. If you do feel the need for a memory prop, carry a 3-inch by 5-inch cue card, with the bare outline of your talk.
• Use the podium / lectern to hold your cue cards, if need be.
• Ladies, never lean on the podium or use it to support your arms.

Carrying a large sheet of paper as a memory prop looks extremely unprofessional.

If using a Power-point presentation, make sure you are sufficiently familiar with the slides and don't need to read from them.

Remember, face the audience, not the projection screen, when you speak.

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Walking while speaking - how much is too much?

You should be able to decide this keeping in the mind how formal the gathering is. An international group of high-level delegates? Avoid moving around.

A more relaxed gathering of office executives at a post-AGM meeting? Some amount of walking is okay. Here's what you should keep in mind while holding the attention of your audience:

• Remember to keep smiling, even though you may not be able to clearly see the faces of your listeners.
• Make sure you address all parts of the hall or auditorium. Divide the place into four quadrants: left and right in the front, left and right at the back. Eye contact is more about looking at these segments of the audience, even when the hall seems like one large, dark mass to you.
• The further a listener is situated, from the speaker, the more easily distractible he or she is. Hence don't forget to invite participation, through questions, quips, or comments, if possible, from the listeners seated on the last rows.
• Let your voice reflect your enthusiasm. This means, your vocal pitch will rise and fall in synch with your theme. Also, your speed of speaking should vary.
• Want to regain audience attention - use a long, dramatic pause. Want to infuse your conviction in your listeners? Don't be afraid to let your voice communicate that.

Five non-verbal mistakes to avoid on stage:

• Carrying a handkerchief while speaking.
• Fidgeting with the garments such as a dupatta or the pallu of your sari. Avoid clothes that need frequent tugs to keep them in place. Pin and secure garments.
• Wearing accessories that catch and sharply reflect light, or dangle, clink, and move. Be warned - the audience may end up paying more attention to your jewellery than to you!
• Frequently shifting your weight from one foot to the other.
• Holding the arms crossed across the chest, or behind the back. The former signals a sense of unease and slight defensiveness, the latter indicates extreme caution.

Remember, as you finish:

Thank the audience with a smile to acknowledge the clapping, and make your way back to your chair.

Think of words like "winner", "sunshine", "strength", and whatever else works as your magic mantra - your body language will surely reflect a great mind-set!