Presenting over the phone is a common occurrence in business today, whether you are doing a sales call, conducting a meeting or connecting with clients, partners or vendors.
The challenge with phone presentations is that your voice is the only element of body language that you have to support your words. So your voice becomes even more important than when doing in-person presentations since it can broadcast your lack of confidence to your audience.
Here are six strategies for how to sound confident when presenting over the phone:
Often, people tell me, "I'm not a speaker so I don't have to think about presentation skills." I disagree. I think we are all speakers – yes, even you.
Whether you talk to a small or large audience or in a corporate, academic or community setting, you are a speaker. If you give an update to a project team, speak up at a neighborhood meeting or organize a fundraiser, you are a speaker. If you give a toast at a wedding, conduct orientation for new employees or train someone on a new process, you are a speaker.
The point of thinking of yourself as a speaker is not to make you crazy. The point is for you to become conscious of your power to communicate. Public speaking is a skill – it's not magic or a special gene. And as a skill, it can be learned and improved.
Filler words include "um," "ah," and words such as "like," "so," and "ok," which are used as a verbal bridge to the next word.
These words just fill in space while you remember or think of something to say next. Rather than being effective bridges, they are roadblocks, distracting the audience and interrupting the flow of your message. These filler words weaken your presentation and give the impression that you don't know what you're talking about. Starting every other sentence with fillers (for example, "you know" or "like I said") can also be interpreted as verbal expressions of your anxiety or lack of confidence.
The good news is that you can learn to eliminate filler words. And like with so many bad habits, the first step towards change is to become aware that you're using them.
Whether your virtual presentation is a teleconference or webinar, it’s important that you prepare and practice it so that you can be successful. Just showing up and “winging it” – delivering a presentation without preparation - will not work.
One of the factors that makes a virtual presentation more challenging than an in-person presentation is that the audience can’t see you (unless you are doing a live streaming video) so you lose all the elements of body language which normally would help them understand your presentation. All you have is your voice.
Also, you can’t see the audience to determine if they understand you or if they have any questions (or even if they are paying attention).
And technology glitches, such as a poor internet connection or static on the phone line, often occur and interfere with your ability to communicate to the audience.
Here are 6 strategies for ensuring that your virtual presentation will be effective:
When you’re giving a presentation, it’s crucial that you don’t go over the time limit.
Whether you’ve set it yourself or have agreed to a time limit set by the meeting organizer, you need to prepare so that you can cover your topic within that time limit. No one will usually complain if you end a minute early, but the moment you go past your time limit, people will get restless and impatient.
It’s disrespectful to ignore the time limit. If you go over by ten minutes, what you’re really saying to the audience is, “what I have to say is so important that I really don’t care what it is that you’re missing while you sit here and listen to me.” And that’s not the message that you want to send to your audience and it certainly won’t help you keep their attention.
Movement, posture and facial expression are three elements of body language and they should mirror and enhance your words. Used effectively, they can enable you to convey your content successfully. Used inappropriately or sloppily, however, they can distract your audience and conflict with your message.
Here are seven mistakes to avoid with your movement, posture and facial expression:
At one of my recent Bold Presentation Skills workshops, a successful career coach asked, "How do I give a presentation on a topic that I know a lot about? I could talk about it for hours, but I only have 45 minutes."
It's a great question. Here are 7 techniques to use when you are an expert in the topic:
How do you handle the questions that come up during or after your presentation?
Handled effectively, questions can be an important part of your presentation, allowing you to clarify a point, expand on your ideas or provide another example. They also can demonstrate that the audience members were paying attention to you and are interested in your opinion. Handled poorly, however, questions can expose your lack of preparation, disconnect you from your audience and derail your presentation.
Here are six mistakes to AVOID when you are answering questions:
Here’s a question I was asked in a recent teleseminar by a financial advisor about delivering and soliciting information over the phone:
Question: I’m a financial advisor. Most of the first phone calls I have are about building trust with the client. The more they talk, the better for me because I’m able to gather a lot of information from them. But in a 30-minute call, at some point I need to jump in with my “pitch” or to just give my message to them and I don’t want to cut them off in the middle of a conversation.
How do you manage that when you want them to feel comfortable, but time is kicking in and you need to be sure that there are certain points you’ve made before the call is over? What do I say?
This is a common problem for financial advisors and others who need to deliver as well as solicit information during a phone call. Here are 4 strategies for handling the call: