Speaking in Public or at Meetings etc. Tips and suggestions etc.

 Speaking in Public or at Meetings etc. Tips and suggestions etc. 

By Dinesh K Kapila

A couple of young professionals asked my views on this. Social media contacts. Whatever I could convey I have tried to state here. Now this is an issue which causes anxiety and even physical distress to quite a few people. This can literally be a handicap in any profession as most organisations require an individual to make presentations, address groups, answer questions and give clarifications, represent the institution or organisation at external meetings etc. There are individuals who are excellent in writing and analysis, crisp, cogent, with an excellent command of the subject and with logic. However if asked to make a presentation or to present it as a speech, they tend to falter or to speak in a manner which does not convey the essence and the well thought out points. I know of certain officers who would rather have someone else present on their behalf, which takes away the credit due to them.

Now a days the trend is to undergo coaching and to pay even Rs 800/- to Rs 1250/- (the rates I know) per hour so as to learn on how to speak effectively. This can be avoided if we just grasp one essential point, that a certain degree of stress is always there, no matter how accomplished the speaker. Most of us do not need to be like many astute political leaders, military leaders, management gurus and the like. We just need to get the message across effectively, to ensure the essence is brought home to the audience / listener and our concerns and issues are duly considered.

If you are having a command over your language and know your subject competently, well, that is half the battle of the mind won already. This is an imperative and the starting point, know your language, no need to be a Shakespeare or Ayn Rand in the knowledge, but know the vocabulary, pronunciation, meaning, context and grammar. And avoid too much jargon, when we are speaking in our Rajbhasha (Hindi) or a regional language, avoid the temptation to be highly Sanskrit oriented or to use proverbs and deck it up, remain a professional.

Equally important, know your subject and know it competently. If you are a lawyer, well, it has to be better than just being competent. People are quick to discern the actual knowledge being shared and the fluff, all of us will pad it up a bit, but the substance must be there and always. The mode or way of conveying the point or information can vary, but the substance and logic must be mutually reinforcing each other and be the consistent theme. Be true to the core of the theme and build your response around it. As regards lawyers, make sure the presentation is knowledge based, objective and very factual. If you go off on tangent then it should be deliberate and thought out before.

Now coming to the heart of the matter – whether we like it or not, whether you take coaching or not, practise before a mirror or what not, but the sequence on stepping out will be

Very very nervous and very very tense

Then gradually

Very nervous and very tense

Then gradually  

Nervous and tense

Then gradually

Somewhat nervous or somewhat tense

And at last

What the hell, I am prepared, bring it on.

 

The occasion can and will cause tension, presenting before a very distinguished panel or on a most important professional matter or  an important case before  a tough judge, all can cause anxiety. Prepare well, don’t depend upon a prepared script but rather write your own and be comfortable with it, anticipate the questions and rehearse the responses in the mind,  after that; just go for it. Don’t even look back or let anxiety creep in, just focus ahead.

 

And do not too impressed by the seasoned speakers or presenters, , we actually do not know how they started out or anything about their struggle. Some would be at ease with it readily but there would be many who may have struggled, only the degree could have varied.  

 

Part One – Maintain a register or a folder with notes, if a lawyer then maintain a separate diary for each case and develop notes as per the subject / issue. Jot down what you will say, in short, know your presentation, if it’s a complex matter, then write the text and place on it your summary.  Write down the possible questions and answers, maybe just a string of words and clues, but do it. Case references or references to quotes and views are just the base, move quickly to the main or core concerns and your views, recommendations, reasoning etc. Before each presentation or speech or appearance, take a minute to just look around, take a deep breath, feel familiar with some faces, tell yourself you know the subject and rehearse the opening mentally, just let your body relax.

 

Part Two – Now step forward and tell yourself it is ok, open your stance a bit, relax those legs, stand firmly,  look at the main guests and  important attendees and go for the opening or introduction. If a lawyer, you must look at the judge, the reader, opposite lawyer and the like. Eye contact is very essential, it is a must, always. Look at the main guests or the judge, the other guests, briefly glance at the auditorium or conference hall or court, then make your speech or case. Be prepared to be cut off, specially in a meeting or in a court, don’t let it upset your rhythm or the mental equilibrium, just listen carefully. Pretend, if you have to, but listen. And the voice, work on it, throw it, it should be always well modulated, with clear diction and the confidence should be apparent no matter how the internal thoughts and misgivings are. Your first few sentences should in essence convey exactly what you will present, argue or state. Be thorough on this, it makes for an immediate positive impression. If you plan to bring in a few issues or aspects, which may or may not be crucial, so be it. But plan exactly for when they are to be introduced.

 

Part Three – Always remember you cannot anticipate every question or query, whatever be the location, a court or a conference hall. The Chairperson could swing to one side, then maybe another.   Probing questions may follow consistently. At this stage, slow down the pace, let your mind reflect in parallel. This gives time to think. Clean your spectacles if you have to or pretend to peruse your notes. But never panic, the pressure is a reality but more important is we start thinking of what everyone else may be thinking or looking at you. Try to keep the mind clear and focused. Answer with deliberation, slowly and emphatically, deepen your voice where you want to be emphatic, play the words as you think of the answers or responses. With age and experience, one can answer back with humour or formally

 

Part Four – If it gets hostile, or a scolding is there, it happens in the courts or meetings, there is no harm in abusing the concerned person under your breath but remain courteous on the outside. Just tell yourself, I will be better prepared next time and it it was just uncalled for, state your case and indirectly convey your concern. Remember heavens never fall, have a coffee, a chilled drink, move around a bit and get back into action. Stay committed. Read extensively, at each presentation or case, no matter even if repetitive, stay focused and well prepared. Your docket sheet must always have the summary. Know the strength of the case or presentation or issue and the fray areas. State clearly the issue or in a court argue clearly and with quiet confidence, do not betray your concerns about the case or subject, if any. Follow trends and latest developments always.

 

Part Five – Never be negative about yourself or indulge in self condemnation. Just be internally aggressive and focused consistently. As stated earlier, this is half the battle. And develop your skills to recall cases or references. Read the Chairperson or the Judge, reactions from the chair can at times provide clues and be a hint. If the time is cut short, prepare always for this contingency by having the cues with you, a short summary of the concerns and crisply. Stay clear in the flow of language and do not jumble words or thoughts. Remain courteous and look earnest.

 

Part Six – If you have to intervene or to counter, let it be done calmly. Don’t show tension. Just say, if I may say so or could I just state quickly and take the step. Structure your mind for the response. Remain erect in your stance and keep looking at everyone with confidence. Read the developments in your field or case laws daily. Just breath deeply and go about it. One gets used to it as experience starts playing its role. Plus watch when others speak and note the mode, diction and ability with words. Its coaching without the expense.        

     

PS Twenty odd years ago, I was to address a gathering of 500 plus farmers. The VC PAU and the DC were to be there. I prepared and as is my habit, made a folder and kept my note, references etc in it. Next day I was at the venue, 50 kms from my office, and realised I had the wrong folder with me. I was sitting with the two VIPs and found it a problem, but kept quietly scribbling my thoughts. After I spoke and got a lot of applause, I stated there only, in a light vein, that I had no paper with me but somehow managed it !! The VC told me he was puzzled what I was at times writing while responding to his queries. I got away by experience but became absolutely careful after this !

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