If you listen to a lot of presentations, you’ll notice speakers often use similar phrases during their talks. Then other people hear those expressions and repeat them in their own talks. While some of these phrases are useful, here are a few phrases I’d suggest phasing out of your future presentations:
1. "To give you a little bit of background…"
When people use this phrase, it subtly sends out the message, “This might not be exciting but I have to cover this information.” However, background information is often incredibly important and you want people to actively listen to it. Instead, I’d begin by jumping straight into the information.
2. "For those of you who don’t know…"
This phrase can often sound patronizing and creates distance between the speaker and the audience. If you’re worried that some people in the audience don’t know this information, I’d use the phrase, “In our field it’s important to….” That way if someone does know this information they will think, “Yes, that’s true” and if they don’t know it they will think, “Oh, that’s useful.” This way you keep everyone engaged the whole time.
3. "I won’t go through all of this but…"
This phrase is normally used when people have too much information on a slide. It instantly tells the audience to stop looking at the details on the slide because they might get overwhelmed. Instead I’d say, “I’d like to point out how…” That way instead of highlighting how complex the slide is, you’re helping something important stand out.
By avoiding these phrases, you can easily elevate your presentations and effectively share your message with others.
During a presentation, many speakers end up falling into what I call “the snowball effect” where they speak faster and faster as the presentation continues. This can be problematic for both the speaker and the audience since the speaker gets out of breath and the audience has a hard time catching all of the information. If you find yourself speeding up as you talk, here are a few tips to help:
1. Don’t connect the first few phrases you say with “and”
The beginning of your talk sets the pace for the rest of your presentation. Most people end up combining their first few sentences into one long sentence with “and”. For example, “I’m Bri McWhorter and I’m from Activate to Captivate and I’m excited to share some presentation tips.” Instead, make each of those phrases independent statements. Then it comes out as, “I’m Bri McWhorter. I’m from Activate to Captivate. I’m excited to share some presentation tips.” That way you start off at a slower and more natural pace.
2. Think of your presentation as giving step-by-step instructions
When people are giving instructions, they don’t speed through them. They take their time giving each one and then check in with the listener to make sure it’s sunk in. That’s what you want to do with your presentation. This is all new information and just because you’re familiar with it, doesn’t mean your audience is. That’s why you need to reveal it step-by-step so each section can be absorbed. Try practicing your transitions as instructions and see if it helps you slow down.
3. Every time you click — breathe
I recommend that every time you click to a new slide, you breathe and exhale. That way, even if you do start to speed up during a presentation, you have a built-in way of slowing down. Since the audience needs a moment to take in the new visual anyway, you end up helping yourself slow down and you help the audience have a moment to absorb the new information at the same time.
If you break up your first few sentences, think of revealing your presentation as step-by-step instructions, and breathe every time you click to a new slide, you can elevate your talk by slowing down a bit so your audience has time to listen and learn from your presentation.
As the world opens back up again, hybrid presentations are becoming more popular. It’s a great way to give people the option of being able to participate in-person or online. However, with this format, it means the presenter has to be even more prepared in order to make a positive impact. Here are three tips to keep in mind:
1. Put your headshot on your title slide
Since most in-person events require masks, this means that people online and in-person never get to see your face. That’s why I recommend putting your headshot on your title slide. That way, even though your face is covered, people can still imagine what you look like. Then, when people look you up online after your talk, or see you outside after an event, they can recognize and connect with you.
2. Face your audiences
With hybrid presentations, your audience is in two places, one in front of you and one behind the camera. This can be an odd adjustment for many presenters since their tendency is to look behind them at the screen where their slides are being projected. However, when speakers do this, they often turn their backs to the camera. That means the entire virtual audience can’t see you anymore. Therefore it’s important to face out so your physical and virtual audiences can see you at all times.
3. Repeat questions
After your talk, your audience will probably ask you some questions. However, since you have two different audiences, this means the virtual audience can’t hear what’s happening in the room and the physical audience can’t read the chat box. Therefore as a speaker, get into the habit of always repeating the question before you answer it. That way, the virtual audience can hear what someone asked before you launch into an answer and the physical audience doesn’t get confused when you are answering a question online. By repeating the questions, both audiences feel included and can easily follow your answers.
If you add your headshot to your title slide, make sure you are facing your audiences, and repeat questions so everyone can follow what’s happening, you can easily elevate your talks for hybrid presentations.
Nerves can be difficult to overcome, especially during important presentations. Nerves cause many people to stiffen up and go into what I call “Presenter mode” where their body tenses and their voice becomes more muted and monotone. Not only is this hard for the presenter, it’s also hard on the audience, because it’s difficult to listen to someone speak when they are overwhelmed by nerves. That’s why it’s important to have a few actions you can rely on to relax and feel more like yourself.
1. Think of your first word as a sigh
When people start speaking they often hold their breath when they start to speak. This can make the presenter’s voice sound strained which can magnify nerves. Instead, I recommend thinking of your first word as a sigh. If you sigh as you say “Hello” or “Alright everyone, let’s begin” it will help remind your body to exhale and relax. That way, when you start speaking you sound more at ease.
2. Move your body
When your body is tense, you have more adrenaline pumping through your system so you want to find active ways to remind your body that it can relax. One way is to remember how your body moves during a conversation. When you’re casually talking to someone, you move your hands when you talk and you twist your torso as you share ideas. But during a presentation, people tense up. Therefore when you're introducing yourself, move your torso and use your hands as you speak. That way you can release some of the tension that has built up to help you feel more natural.
3. Find a point of focus
When people start speaking they are often trying to look all over their computer screen or at everyone in the room. This can heighten your nerves because your eye is trying to take in too much information. To help calm yourself down, I recommend finding one person to talk to. Think about putting them at ease with this next bit of information. Then, direct your attention somewhere else with your next piece of content. Finding a point of focus can help you slow down and make your speech feel more like an intimate conversation.
Nerves can surprise us, so it’s useful to have a few tools to rely on to help calm yourself down. Thinking of your first word as a sigh, moving your body, and finding a point of focus will help you feel that this presentation is more like a conversation. The more conversational you feel, the more at ease you will be.
In your current role, you probably have a lot on your plate. It’s easy to get overwhelmed and take on too much responsibility. Instead of burdening others, it’s tempting to add more items to your ever-expanding to-do list. That’s why knowing when and how to delegate is an incredibly important skill.
Unfortunately, there are few tutorials that effectively teach delegation. This skill is more involved than simply assigning a job to someone else. It also goes beyond identifying who on a team is the most qualified and best suited for a project. Instead, effective leaders evaluate the assignment and ask, “Who would see this project as not just a task, but as an opportunity?” This requires more than knowing the project — it pushes leaders to know their team.
Each person is different, with a different background, education, work history, etc., and we look at things in different ways. For some, a particular assignment may be no more than another item on a to-do list, while for others, that same assignment could be something that excites and ignites their passion. For example, I look at hosting a symposium or conference as an energizing event, while many others see that job as a daunting if not overwhelming chore. The job still needs to be done, but it’s far more effective to give that responsibility to someone who would be invigorated by it.
So next time you start noticing your to-do list filling up, ask yourself if there’s someone on your team who would benefit from this experience, enjoy the challenge, or think of this as a valuable activity that will help advance their career. Then, take it off your plate and give this opportunity to them. Now, not only will you be able to check something off your list, you’ll be empowering a team member at the same time.
Before any interview, you want to make sure you are prepared for success. This includes researching the company and job description so that you are able to answer the interviewer’s questions with ease. But no matter how much research you do, it’s very rare that you’ll know the exact questions the interviewer will ask. That’s why I recommend brainstorming stories that you can use in a variety of scenarios. Look at the list below, compare it with the type of job you’re interviewing for, and then think of 3-5 stories that you can share in your next interview.
Types of Stories to Prepare:
1. Origin story (Your background)
2. Leadership story (You in this position or the type of leader you want to be and why)
3. Overcoming an obstacle
4. A time you failed (Plus what you learned from it)
5. Diversity story (Not just that diversity is important but a story of you understanding the value or being involved in a specific initiative)
6. Working with a difficult boss / teammate
7. Asking for help (This shows that you analyze situations before jumping in)
8. Taking initiative or going the extra mile
9. Having to think on your feet (Can be similar to an obstacle story)
10. Proud accomplishment
An interview is a great opportunity to show off your skills. That’s why it’s important to take the time to prepare examples that show how you act and respond to different scenarios in the workplace. If you have various stories prepared, you’ll be able to have useful examples to share, no matter what specific question is asked.
It happens to the best of us. You start to answer a question and then find yourself going on too many tangents and aren’t sure how to recover — you’re rambling. The issue with rambling is that it’s hard for your audience to follow your train of thought and figure out what your core message is. It takes effort for listeners to stay alert to the twists and turns in your story.
Therefore, if you are rambling in an interview or in a meeting, when you find yourself thinking, Where am I going with this? it’s important to know how to wrap up your thoughts and come to a clear conclusion. It’s that core message, or the phrase that you want people to recall, that you need to be direct about. Thankfully, that’s all you have to practice — ending with that take-home sentence that you want people to remember.
Unfortunately, instead of ending with a direct message, most people get embarrassed and end their answer with a trail-off phrase such as, “So ya…”. Or, they just end with a small detail about a story that has nothing to do with the question. Instead, practice ending with the sentence you want people to recall.
Let’s pretend you’re asked in an interview, “What is your greatest strength?” If you find yourself giving a long-winded answer, instead of trailing off, I’d bring it back to the original question and say something along the lines of, “And that’s why I think collaboration is one of my greatest strengths.” That way, if your answer was slightly disjointed, you still ended with the message that you want the interviewer to remember — that you are a great collaborator.
It takes some practice, but this technique can be used in all types of settings. If you’re in a meeting, talking about a project update, and you find yourself describing insignificant details, instead of ending with, “I know that was a lot of information,” I’d end with, “That’s why I believe we are on track with the latest design.” That way, even if the team got confused by some of the information you provided, there won’t be any questions on the current state of the project.
If you find yourself rambling, just take a breath, think about your core message and end your answer with that sentence. It’s a simple yet effective tool to help you and your audience communicate.
As the leader of your group or organization, people look up to you. You set an example with everything you do. Not only with the large projects you are in charge of, but in smaller, more subtle ways as well. It may not be obvious, but if you are leading a team, it’s important to be aware of situations where your actions set up patterns that others will follow.
When a new team is meeting, it can be hard for people to feel comfortable enough to open up. Often a leader will start a meeting by asking someone to introduce themself to the group. Whatever information that first person gives (name, title, etc) is normally the same information everyone else will share. If you’d prefer people to share a story or more interesting background information, instead of relying on the first person you call on to rise to the occasion, just do it yourself. Start by sharing the information you’d like to know about your team. Then hand it over to someone else. That way, the team has an example to follow on what you’d like to hear.
2. Checking In
During a meeting, especially when people aren’t very comfortable with each other, the first person who talks usually sets the pattern for the rest of the group. For example, if you ask everyone how their weekend went, and the first person responds with, “It was ok,” chances are that everyone else will also give a one sentence response. However, if you begin a meeting by describing a short story about how your weekend went and then open it up to the group, there is a higher probability that everyone else will also share a short story.
Every relationship requires a different level of professionalism. When you are communicating via email, it’s important to realize that your team is looking to you to set the tone. If you expect formal emails with long explanations on how people arrived at certain decisions, you should be writing formal detailed emails as well. If you prefer quick, short and concise emails, those are the ones you should be sending. People will look to you to model the preferred communication style, so you want to be proactive on how it's established.
We like patterns, and the first person to speak usually sets the tone. When you are leading, it’s important to realize where those key opportunities are.
More and more people are having to pre-record their presentations for events. But it can be overwhelming to speak to a camera, alone in your room, and make it feel like you’re delivering the speech at an event with over 500 attendees. In pre-recorded talks, presenters often tense up, sound monotone, or rush through their content.
Here are 3 techniques to help you feel more relaxed and natural when you are recording a talk:
1. Talk to someone
It’s difficult to give a talk to people if there aren’t any people around. That’s why so many presenters feel awkward giving a speech to a camera. Thankfully, there is one situation where we do feel comfortable talking to someone even when they aren’t in the same room — when we’re on the phone. During a phone conversation with a friend, you aren’t able to see their face, but since you know them, you can imagine their reactions to the content you’re describing. Therefore if you’re going to record a talk, simply decide who is listening to you at that moment. Add energy and emphasis to certain points. Another option is to put a picture of a friend at the same level as your camera and talk to the picture. If you have a clear idea of who is listening to your information, you are far more likely to let your personality show and give an engaging talk.
2. Move so you don’t stiffen up
There’s a tendency for people to stiffen up when they are recording a talk. Their arms stay down, they don’t move their face as much, and they start holding their breath. The pressure of “being recorded” takes over and people tense up, causing them to lose a lot of their natural personality and energy. To help overcome this, before you record, wake up your body by jumping around, twisting your torso, or even having a quick dance session. If you stand up during the recording, it can also help you feel more supported and energized. Then, when you start your introduction, move your head and have access to your hands. Move your body like you would if you were having a live conversation. This will help you look more natural, which makes it easier for your audience to connect to you and your ideas.
3. Remember to have rest moments
In live conversations and presentations there are moments when, after a speaker makes a key point, they will pause and check in with their audience to make sure that information was received. This pause allows the audience a moment to reflect and absorb the information before the speaker moves on to the next point. However, in recorded talks speakers often speed through the content since they don’t have anyone to check in with. Therefore, to make your presentation feel more conversational, think about your key points and place pauses around them. It will make a pre-recorded talk feel more lively and personal.
If you decide who you are speaking to, stay relaxed by moving your body when you’re talking, and remember to pause so certain points stand out, you can help your pre-recorded talk feel like you’re giving a live presentation.
Questions are an integral part of any interview. But the way questions are commonly phrased can stop a lot of people. That’s why it’s important to think about not just what the interviewer is asking, but why they are asking. Rephrasing the interview question to yourself can be a useful tool to help you figure out what you should share. Below I’ve written out a few popular interview questions, and alternative ways to approach them.
Question One: Tell me about yourself.
Alternative: How are you putting your passion into action?
Question Two: Tell me about a mistake you’ve made.
Alternative: Can you own up to mistakes you’ve made in the past? What do you do differently because of what you’ve learned?
Question Three: What are your strengths?
Alternative: What areas do you excel in and how will that help us?
Question Four: What are your weaknesses?
Alternative: Are you aware of the areas you can improve in? What are you doing to work on those skills?
Question Five: Tell me a time where you had to think on your feet.
Alternative: Since surprises happen, give us an example of how you are able to adapt to unforeseen circumstances.
Sometimes rephrasing the questions you’re asked can help you think of answers. Figure out why they are asking this question and how knowing this information will help them hire you with more ease.
Click here for more interview questions to be prepared for.
Bri McWhorter is the Founder and CEO of Activate to Captivate.