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Phoenix Public Speaking coaching and workshops

Set up your room for success

September 25, 2025
Posted by Paul Barton
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The way a room is arranged can have as much impact on a meeting or event as the agenda itself. Seating arrangements influence how people interact, share ideas, and stay engaged. Choosing the right setup depends on your goals—whether you want participants to collaborate, focus, or simply absorb information.

Here’s a guide to some of the most common room setups and when to use them.

1. Round Tables (Banquet Style)

Best for: Networking, group discussions, meals, collaborative workshops.

Round tables encourage conversation and equality because everyone has a clear line of sight to one another. They’re perfect when the goal is to foster relationships, brainstorming, or small group problem-solving. This setup is also ideal for events that include food service since tables double as dining space.

Watch out for: Round tables make it harder to focus attention on a speaker or screen unless additional staging and AV support are provided.

2. U-Shape

Best for: Training sessions, interactive presentations, and meetings with a central facilitator.

In a U-shape, participants face inward with open space in the middle. This creates strong interaction between the facilitator and the group while still allowing everyone to see each other. It’s an excellent setup for workshops, team-building, or discussions where the leader needs to move into the center to demonstrate.

Watch out for: U-shape works best for groups under 30. Larger groups may require microphones and more space, reducing intimacy.

3. Classroom Seating

Best for: Lectures, note-taking, and long sessions with presentations.

Classroom style features rows of tables and chairs facing the front, giving participants space to write or use laptops. It’s ideal when the primary purpose is information delivery, such as training programs, conferences, or seminars.

Watch out for: This arrangement limits interaction among attendees. Add Q&A or breakout sessions to keep engagement high.

4. Theater Style

Best for: Keynotes, large audiences, and presentations where minimal interaction is required.

In theater style, chairs are set up in rows facing the front, maximizing capacity. This layout focuses attention on the speaker or stage and works well for speeches, ceremonies, or product launches.

Watch out for: Without tables, it’s not suited for long sessions where participants need to write or work. Provide breaks to keep energy up.

5. Boardroom / Conference Table

Best for: Executive meetings, strategy sessions, and small groups where discussion is key.

A single table creates a sense of equality and encourages direct conversation. Everyone has a “seat at the table,” which supports decision-making, brainstorming, or negotiations.

Watch out for: This setup doesn’t scale well. Once the group grows beyond 20 people, it becomes hard to manage.

6. Cabaret Style

Best for: Collaborative workshops, training, or events that blend learning and networking.

Cabaret style uses small round tables with one side left open to face the speaker. It combines the benefits of round tables (interaction) with better sight lines to the front. It’s commonly used at leadership conferences or professional development events.

Watch out for: It requires more floor space than classroom seating, so room capacity may be lower.

7. Reception / Cocktail Style

Best for: Networking events, mixers, social hours.

High-top tables or open space without chairs encourage mingling and movement. This is the go-to for receptions, launches, and informal gatherings where the goal is connection rather than content delivery.

Watch out for: This format doesn’t work for presentations or lengthy agendas. Keep it short and social.

Final Thoughts

There’s no one-size-fits-all approach to room design. The right setup depends on what you want participants to do: listen, discuss, collaborate, or connect. As you plan your next meeting or event, start with your goal and then match the room arrangement to support it. A thoughtful setup not only enhances engagement but also helps achieve the results you’re aiming for.

business communication, business networking, business presentations, public speaking, Public speaking skills, public speaking tips

Keeping everyone engaged during your hybrid business meeting

September 4, 2025
Posted by Paul Barton
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In today’s workplace, hybrid meetings are the norm. A mix of in-person and virtual attendees can bring flexibility and inclusivity, but they also present a challenge for presenters: how to make sure those tuning in remotely feel just as included as those in the room.

It’s easy to focus on the faces right in front of you and unintentionally overlook the virtual participants. The result? Remote attendees disengage, multitask, or feel left out of the conversation. To prevent this, here are seven strategies to help you connect with your virtual audience and keep them actively engaged.

1. Greet Your Virtual Attendees First

When you open the meeting, acknowledge the people joining remotely. A simple welcome—“I see we’ve got folks online, glad you’re here!”—sets the tone that they matter.

2. Use Names and Direct Questions

Calling on virtual participants by name helps pull them into the conversation. Instead of asking, “Any thoughts?” try: “Alex, what’s your take on this?” This makes it clear you value their input.

3. Design for Two Audiences

Slides, handouts, and visuals should work both in the room and on screen. Use larger fonts, avoid clutter, and check that remote attendees can see everything clearly. If possible, send handouts to virutal participants in advance so they can print them.

4. Leverage Chat and Reactions

Encourage online participants to use the chat, polls, or reaction buttons. Assign someone in the room to monitor chat so virtual comments aren’t overlooked.

5. Check In Regularly

Pause periodically to ask if remote attendees have questions or insights. This prevents them from becoming silent observers.

6. Use Technology to Your Advantage

Tools like digital whiteboards, breakout rooms, and polling apps can level the playing field so everyone—onsite or remote—can collaborate meaningfully.

7. Close with Inclusion

Wrap up by summarizing contributions from both in-person and virtual participants. This reinforces that everyone played a role in the discussion.

At Phoenix Public Speaking, we teach AAA speaking: It’s Always About the Audience. Hybrid meetings succeed when all audience feel involved. By intentionally engaging your virtual audience, you strengthen collaboration, build trust, and ensure that all voices—no matter where they’re calling in from—are heard.

business communication, business presentations, public speaking, Public speaking skills, public speaking tips, public speaking training

To Present Like a Pro – Prepare Like a Pro

June 17, 2025
Posted by Paul Barton
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Trick question: When does a presentation begin? When you start speaking to the audience, you say. Actually, it’s the moment you accept an invitation to speak or get the assignment. That’s because that’s when you start preparing. And know this: 90% of how well your presentation goes depends on how well you prepare. Preparation the secret weapon of every successful speaker and business presenter. It gives you confidence, reduces surprises, and sets you up to deliver with clarity and impact. Here’s how to get it right.

Step One: Visualize the Entire Event

Early in my process, I do something a little unusual—I close my eyes and mentally walk through every detail of the presentation. It’s like a mental dress rehearsal. Regardless of the room size, do a thorough site inspection with the meeting planner or appropriate person and then ask:

  • Where will I be just before I speak?

  • Is there a stage? Are there stairs?

  • Is there a lectern? Can it hold my laptop, notes, and water?

  • Who’s introducing me? Have I given them a written script?

  • What’s the seating like? Can I move around the audience?

  • Will the lighting allow me to see my notes?

  • What kind of microphone will I use? Do I need a belt and/or jacket for a clip-on? (See Your Microphone Matters)

  • Where will my laptop be set? Do I need any cables or adapters?

  • Am I familiar with the technology in the room? Is there wi-fi? How do I connect my laptop to the projector? Does the technology accommodate my presentation if it has sound?
  • Will any members of the audience be remote? Do I need to email them any handouts?

Visualizing these details helps you uncover anything you’ve overlooked—before it becomes a problem. It also helps you prepare emotionally. It’s simple, but powerful.

Step Two: Know Your Audience

Great presenters prepare for people, not just logistics. To engage your audience, you must understand who they are and what they care about. Do your homework. Ask yourself, the meeting planner, and anyone else who knows the audience:

  • Do they know who I am? Am I credible in their eyes?

  • What’s their current knowledge or opinion on my topic? What questions will they likely have about the topic?

  • How do they see themselves? What do they value?

  • Are there any sensitive topics I should avoid?

  • What differences are there between audience members (age, gender, title in the company, etc.)? Are there any cultural considerations?

  • What’s the biggest problem facing their industry or their department? Where are the opportunities? What’s the future look like?

  • How will they be dressed?

⇒ Super Pro Idea: If appropriate, poll your audience in advance with a tool such as Survey Monkey. Use those results to help guide key points in your presentation. And here’s the best part: Show the results of the poll as part of your presentation.

⇒ Bonus Pro Tip: As attendees arrive, take a few minutes to introduce yourself and ask a couple of thoughtful questions. (See Pre-Engage Your Audience.)

Step Three: Make a Checklist (and Actually Use It)

Nothing undermines a strong presentation like forgetting your clicker or arriving with a dead laptop. Avoid last-minute disasters by using a personalized checklist. Here’s a sample:

✅ PowerPoint file and backup
✅ Printed slides (you can make copies if needed)
✅ Remote + extra batteries
✅ Fully charged laptop + power cord
✅ Audio and video adapters
✅ Projector (if not provided)
✅ Throat drops and/or small inconspicuous water bottle (in case you need a quick sip to stop a coughing attack) (See Be Prepared, Don’t Choke!)
✅ Aspirin, antacid, and tissue for those annoying sudden health moments
✅ Speaker notes (digital + hard copy)
✅ Meeting planner contact info (in case you’re running late or have a last-minute emergency)
✅ Venue address loaded on your phone
✅ Pen and notepaper
✅ Business cards
✅ Printed and lamented introduction
✅ Flip chart + markers
✅ Props or visual aids
✅ Feedback/evaluation forms
✅ Handouts / leave-behinds

⇒ Bonus Pro Tip: Arrive early to get set up. Introduce yourself to the meeting planner, IT support, and AVT team. If anything isn’t working, you’ll have time to resolve it.

Final Thought: The Best Don’t Wing It, They Bring It

Great presentations don’t just happen. Great presenters come prepared—logistically and emotionally. So, the next time you accept an invitation to speak, or are assigned a speaking slot at a meeting, remember this: the presentation has already begun.

business communication, business presentations, public speaking, Public speaking skills, public speaking tips, public speaking training

Pre-Engage Your Audience

June 5, 2025
Posted by Paul Barton
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Networking and employee engagement

When it comes to delivering a powerful presentation, most people focus on what happens after they step up to speak. But some of the most impactful moments can happen before the talk even begins.

One of the simplest and most effective strategies? Greet your audience at the door. Adopt this mindset: You’re the host, and the presentation is your party.

As attendees arrive, take a few minutes to introduce yourself and ask a couple of thoughtful questions like:

  • “What are you hoping to learn today?”
  • “What’s the biggest challenge you’re facing in your business right now?”

These quick conversations do more than break the ice—they give you real-time insight into your audience’s needs, concerns, and expectations. And that’s gold.

Armed with that knowledge, you can make small but meaningful tweaks to your talk on the fly. Reference someone’s specific issue. Tailor your examples to reflect what’s really going on in the room.

You might even say something like, “You know, I was chatting with Jane earlier, and she mentioned that one of the biggest challenges in the industry right now is…” Suddenly, your presentation feels less like a lecture and more like a conversation.

And that’s the kind of engagement that sticks.

business communication, business presentations, public speaking, Public speaking skills, public speaking tips

Boosting Your Presence with Energy, Voice and Gesture

June 2, 2025
Posted by Paul Barton
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business presenter

As a public speaker or business presenter, projecting confidence and engaging your audience are key, and three powerful tools can help you do that: your energy level, your vocal volume, and your gestures.

You might not realize it, but these three elements are all deeply interconnected. Change one, and the others change, too.

When your energy is high, you’ll naturally speak louder and gesture more openly. But, even if your energy feels low, you can create more energy by simply speaking with more volume or by using wider gestures. For example, if you intentionally raise your voice, you’ll find your gestures becoming broader and your energy rising to match. The same works in reverse—start gesturing more expansively, and your voice and energy will naturally follow.

It’s almost impossible to speak loudly and keep your hands still—or to gesture big and speak softly. That’s because our brains link these behaviors together. You do it, but it won’t feel natural.

So next time you’re preparing to speak, remember: you don’t have to wait for the energy to come to you. Use your voice and your body to generate that energy—and your audience will feel it too.

business presentations, public speaking, Public speaking skills, public speaking tips

Your Microphone Matters

May 28, 2025
Posted by Paul Barton
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When preparing for public speaking, it’s easy to focus on your words and delivery — but don’t overlook the small details. One of those important details – the microphone.

A microphone allows your audience to hear you clearly, including the subtle intonations in your words. Knowing what kind of mic you’ll be using is an important part of your preparation. Always ask the event planner about the microphone ahead of time.

Lavalier Mic: If you’re using a lavalier (clip-on) microphone, men and women should consider wearing a jacket or blazer. It provides a convenient lapel to clip the mic onto and helps hide the wire neatly. You’ll also want a belt or a jacket pocket to put the transmitter in. A lavalier mic is a good choice because it allows you to gesture naturally with both hands.

Headset Mic: If you’re using a headset microphone, again consider a jacket or blazer to hide the wire. This type of mic also allows you to gesture freely with both hands.

Handheld Mic: If you’ll be using a handheld mic, your preparation should include practicing with one — or at least something similar in size and shape, such as a flashlight. Get used to holding the microphone comfortably. Learn to avoid moving it away from your mouth while gesturing or repeatedly bumping it into your body, causing annoying sounds that distract your audience. A handheld mic is a good choice if you plan on interviewing audience members.

Choosing the right microphone and taking the time to get comfortable with it can significantly enhance your presence. When you’re confident in your equipment, you can focus on delivering your message clearly and effectively. Speak with assurance—and make sure your voice is heard.

business communication, business presentations, public speaking, Public speaking skills, public speaking tips

Always Do a Site Inspection Before Your Presentation

May 23, 2025
Posted by Paul Barton
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Site inspect a room

Whether stepping onto a stage to speak to 500 people at a conference center or giving a business pitch to a small team of five in a corporate conference room, one essential step in your preparation should never be skipped: a site inspection.

Do it to avoid surprises. Do it to avoid mistakes. Do it to prepare for practical as well as psychological reasons.

Practical: Familiarize yourself with the space and the available technology.

Ask key questions, such as:

  • Is there a lectern, and where will your laptop go?
  • Is Wi-Fi available, and how do you access it?
  • Where are the power outlets? Do you need an extension cord?
  • Is there a projector? How do you connect to it? Do you need a sound cable?
  • Are there whiteboards or flip charts? Are markers provided?
  • Where will you stand (on a stage or ground)? Where will your audience sit? Is the seating just rows of chairs, square tables, or rounds?

Psychological: Getting into the room ahead of time and knowing the lay of the land helps ease nerves. Go the day before so you can visualize the room later in your mind as you prepare. Think of the presentation as your event, and you’re the host. Owning the space makes a big difference in how you come across.

Good preparation is the key to a great presentation. A site inspection is a simple but powerful way to boost your confidence and ensure everything runs smoothly.

 

business communication, business presentations, public speaking, Public speaking skills, public speaking tips

End with a Sizzle, Not a Fizzle

May 14, 2025
Posted by Paul Barton
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Audience with raised hands

You’ve probably seen this: You’re sitting through a great presentation that goes into a Q&A and then abruptly ends on a low note with, “Well… I guess there are no more questions. Thanks for coming.” Cue the awkward silence and scattered applause.

There’s a better way. Instead of saving the Q&A for the very end, place it just before your conclusion. Why? Because the final moments of your presentation are what your audience will remember most. Ending with a solid conclusion allows you to reinforce your message, reenergize the room, and leave a lasting impression.

Here’s how it works:

  1. Deliver the main content of your presentation.
  2. Open the floor for questions—engage, clarify, and interact.
  3. Once the questions wrap up, smoothly transition into a brief, powerful conclusion.

By doing this, you ensure your talk doesn’t end on a hesitant note but with confidence, clarity, and purpose. End with a sizzle not a fizzle.

business communication, business presentations, Public speaking skills, public speaking tips, public speaking training

Congrats to the Grads!

May 7, 2025
Posted by Paul Barton
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public speaking class

A standing ovation for the newest graduates of Paul Barton’s public speaking course! Congratulations to each of you—we’re incredibly proud of your hard work and progress. You’ve developed an impressive range of communication skills, culminating in the ultimate challenge: a high-stakes impromptu speaking exercise. Wishing you continued success and confidence as you carry these powerful tools into your careers.

Mastering public speaking is a gateway to countless opportunities. It’s how you secure that dream job, earn promotions, win over clients, gain project approvals, and successfully share your ideas. Beyond professional success, strong communication skills foster confidence, which can significantly enrich your personal life and relationships.

In today’s competitive business environment, effective speaking and presentation skills aren’t just useful—they’re essential.

business communication, business presentations, crisis communication, PowerPoint Presentations, public speaking, Public speaking skills, public speaking tips, public speaking training

Pushing Out of Your Comfort Zone: Ongoing Journey in Public Speaking

May 2, 2025
Posted by Paul Barton
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Michele Trent public speaking and gesturing

Michele Trent, our very own public speaking coach extraordinaire, is taking impromptu speaking to a whole new level in a Toastmasters competition. Pushing out of your comfort zone is an ongoing journey in public speaking. Read more about Michel’s journey

Have you ever been in a meeting and had the boss turn to you and say, “Give us an update on that project you’re working on.” Yep, many business presentations are impromptu and mastering that skill will make you a rising star.

 

 

 

business communication, business presentations, public speaking, Public speaking skills, public speaking tips, public speaking training
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