Techniques for Giving Presentations on the Telephone

Have you often been told that your listeners can’t understand you because you speak too fast? Rapid rates of speech can impede your effectiveness as a speaker and a professional. After all, if you have given a message but it has not been understood, you will have to say it repeatedly until the other party understands. It is much easier to say it slower – the first time.

People often speak fast for one of four reasons. First, the speaker fears the other person will not be patient enough to listen to him speak at a normal rate. Second, the speaker is talking about his favorite subjects, such as work, family or a hobby, and in his enthusiasm, he talks too fast. Third, the speaker is talking when nervous, such as when giving a presentation or on the telephone, and speeds up. Fourth, the listener may speak English as a Second Language and need extra time to process your message, or the speaker or listener may have other factors that impact speech rate or speed of listening. Whatever the cause, it is important to be aware of your speech rate and timing.

If you are concerned that the other person has limited time to listen to you, ask him what he wants to hear about most, such as an overview or the details on an aspect of the project. Think of the forest versus the trees. use fewer words, and keep the pace a little slower as you are focusing on specifically what he wants to hear about.

Many people speak at their fastest rates when excited about a favorite topic. Write down a hierarchy of some subjects you know nothing about, gradually increasing to topics about which you are passionate, such as your family, job or latest hobby. Tap your foot or listen to a slow metronome as you start by saying your phone number at a slow pace. Then say your address at that same rate. Gradually talk about your most uninteresting topics at that same pace. Move up the hierarchy until you speak slowly about your favorite topics.

Nervousness makes people speak faster. If you speak too quickly when giving presentations, record yourself practicing them until you are speaking at a slow speed. Remember that your audience needs to hear and understand your ideas.
Slow down so they can actually have time to think about what you are saying.

If timing a speech is your concern, again realize that many people speak too long, while others get so nervous that their rate increases and they do not speak long enough. Keep a watch on the lectern with you. Mark your notes ahead of time so that you know where to cut sections out of the presentation or add other optional ones in if you are too fast or slow. Be aware of how to coordinate this with any visual presentation you are making, so that you give either a one sentence description of a slide or talk extensively about several others if you need to, to lengthen the presentation.

As you speak in the telephone, often when leaving a message, be aware that the other person needs to understand you. If you say anything the other person is likely to write down, such as your name or telephone number, say it only as fast as you can write it.

There are many other factors that make it difficult for a speaker to talk slowly, or a listener to listen more quickly.

New speakers of English often remark that they cannot understand Americans who speak quickly. People who have a hearing loss may not understand a class of sounds, such as fricatives (th, f, v, s, z) and need extra time to understand what a speaker is saying. Some medications and some disorders increase the speed of speech as well. If you have certain disorders such as Parkinsons, cluttering, or bi-polar disorder, professional training from a speech-language pathologist is recommended.

Here are three general techniques to slow your rate down. Visualize yourself on a swing, and imagine rocking back and forth. Tap your toe to a slow rate, or see yourself driving down a 25 mph street, in a residential neighborhood filled with small children. Feel that slow rate. Then at that slow pace, say your own address. Name three things in your room right now. Give a weather report, at that slow rate. Then talk about something that you find uninteresting. Eventually talk at that pace about your favorite hobby.

When you practice these self-help skills and realize that others really do want to understand you, you will know how to control your rate. It takes considerable practice, but it can be done.

5 Ways of Telephonic Conversation with a Client

At least 75 percent of the business we conduct begins with a phone call. In some cases it’s the only contact you have with a person. We use phone calls to introduce ourselves, give and get information, set up appointments, and follow up on previous contacts.

The way you sound on the telephone, and your telephone etiquette, is often the first impression you make. It can influence whether you get the job interview, the new client or the meeting you want.

Here are 5 ways to make a great impression on the phone:

• Before you make an important call, take a few moments to prepare. You’ll increase your chances of getting what you want. Know the reason for your call, and prepare any questions or information you need. It helps to write notes on a paper, so you don’t get sidetracked during the conversation.

• Take notes. During the call, write down the relevant points you discussed. This shows your efficiency and attention to detail, and helps avoid repeat phone calls for the same information.

• Put energy into your voice. A good trick is to stand up when you talk. When you sit during a phone call, your diaphragm is compressed. When you stand up and move around, you breathe more freely. You have more energy, which will come across in your voice.

• Smile when you speak. The person you speak to won’t see the smile, but the warmth that comes from a smile will come across the phone line!

• If you are calling from home, make your calls away from distracting noises such as the washing machine or TV. And don’t eat, chew gum or drink during a business conversation. People can hear more than you think.