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Phoenix Public Speaking coaching and workshops

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To Present Like a Pro – Prepare Like a Pro

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.

Pre-Engage Your Audience

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.

Boosting Your Presence with Energy, Voice and Gesture

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.

Your Microphone Matters

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.

Always Do a Site Inspection Before Your Presentation

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.

 

End with a Sizzle, Not a Fizzle

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.

Congrats to the Grads!

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.

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

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.

 

 

 

Professional Development

We recently presented our “Speak Up and Stand Out” presentation skills workshop as a professional development track at the American Cotton Shippers Association conference at the Phoenician Resort in Scottsdale. Leveling up your presentation skills is a worthy investment that will pay off for the rest of your career.

Lesson learned from the Bush ‘Bullhorn Speech’

With much of the nation still reeling from the 9/11 attacks, President George W. Bush went to Ground Zero on Sept. 14, 2001, and delivered one of the most dramatic impromptu speeches ever given by a leader. What has become known as “the Bullhorn Speech” and the imagery of that moment are iconic — but it certainly didn’t start that way.

As Bush began his speech, things weren’t going well logistically. It was difficult for most in the audience of Ground Zero workers to see or hear the president, and that can be disastrous for any public speaker.

Anatomy of a SpeechA fireman standing atop a burned-out firetruck in the rubble from the Twin Towers offered a hand up to Bush so that he could get elevated enough for his audience of Ground Zero workers to see him. Bush began to speak again, but some still couldn’t hear him, and those who could hear him didn’t seem particularly moved by the prepared remarks he was trying to deliver.

And then, Bush did something extraordinary that all speakers can learn from – he adjusted his message to fit the needs of his audience.

“We can’t hear you,” someone in the distance had just yelled. That’s when Bush departed from his prepared remarks. He went authentic. He went impromptu. “I can hear you, the rest of the world hears you, and the people who knocked these buildings down will hear all of us soon.” The crowd burst into cheers and then began chanting “USA, USA, USA!”

Although his words were an impromptu reaction to the audience, the speech structure he used wasn’t. He used the “Power of Three” technique, with each phrase building to a crescendo: (1) I can hear you. (2) The world can hear you. (3) And soon, the bad guys are going to hear from all of us. 1-2-3 — pow! Even when you are speaking impromptu, you can employ tried and true speech techniques to add a powerful punch to your message.

When the initial chanting had subsided, Bush continued with some of his prepared remarks. At one point, someone in the audience yelled, “God bless America!” Bush, now in complete solidarity with the audience, picked up on the phrase and used it to conclude his remarks, again using the “Power of Three” technique. “Thank you for your hard work. Thank you for making the nation proud, and may God bless America.” The crowd again burst into chants of “USA, USA, USA!”

Another speech technique Bush employed was allowing the audience to voice its approval. When the crowd roared, Bush went silent; he didn’t try to yell over them. A good speech rule to follow is: don’t step on your own applause. Talking over your audience makes it hard for them to hear you and, more importantly, it robs the audience of an important emotional moment.

Throughout the speech, Bush didn’t, scream or overuse bravado. He did speak into the bullhorn louder but in a determined, controlled tone. He didn’t need a long speech to connect with his audience or convey the message that he was trying to deliver. Bush said the right words, in the right tone, at the right time and that’s what made this a great speech.

Many believe the Bullhorn Speech was the moment that the nation transformed from grief to resolve; a resolve to take the fight to the terrorists and avenge the attacks. Had Bush stuck to his prepared remarks and had he not pivoted to the needs of his audience, that moment wouldn’t have come on that day. Watch this short video of the actual event and note how the audience responds.

Here are the simple but powerful lessons public speakers and business presenters can learn from the Bullhorn Speech: Be seen. Be heard. Be authentic. Use powerful speech formulas and techniques even when speaking impromptu. And always, always, always, make your message about your audience.