13.2: Logistics, Details that Impact Delivery, Combatting Anxiety, and The Use of Humor

Learning Objectives

1. Understand how the physical setting of a speech is an element that calls for preparation
2. Examine some tips and strategies for common speaking situations

The Reverend Dr. Martin Luther King, Jr. gave his famous “I Have a Dream” speech on the steps of the Lincoln Memorial at a civil rights rally on an August afternoon in 1963. His lectern was bristling with microphones placed there for news coverage and for recording the historic event. His audience, estimated to number a quarter of a million people, extended as far as the eye could see. He was the last speaker of the day, delivering his speech after more than a dozen civil rights leaders and world-famous performers such as singer/songwriter, Joan Baez, opera superstar, Mahalia Jackson, and various popular actors and actresses of the time, including Harry Belafonte and Diahann Carroll, had occupied the stage (Ross, 2007). King gave us his speech in the assertive ringing tones of inspired vision. Nothing less would have worked that day.

Most of us will never speak to so many people at once. Even an appearance on television will probably command a much smaller audience than the crowd that heard King’s speech. Even though you don’t expect an audience of such size or a setting of such symbolic importance, you should still be prepared to adapt to the setting in which you will speak and adapt your delivery to that setting.

Our audiences, circumstances and physical contexts for public speaking will vary. At some point in your life you may run for public office or you may rise to a leadership role in a business or community nonprofit organization. Or you may be responsible for informing coworkers about a new policy, regulation or opportunity. You may be asked to deliver remarks in the context of a worship service, wedding or funeral. You may be asked to introduce a keynote speaker or simply make an important announcement in some context related to your job or even related to another course or class or training scenario. Sometimes you will speak in a familiar environment, while at other times you may be faced with an unfamiliar location and very little time to get used to speaking with a microphone. We call these contexts and situations that impact how we deliver the presentations and we will delve into them in detail here.

First, Ask for Logistical Information

While you may already have read in this book that you need to ask for specifics about the venue in which you are speaking, it bears repeating here, because speaking logistics play directly into how you eventually deliver your presentation. Remember to make a checklist and ask about:

• Purpose of the gathering
• How many people are expected to attend
• Format—time limits and agenda of the meeting in which you are speaking
• What precedes and follows your presentation (meals, other speakers, videos)
• Anything special about the day, week, month, event
• Physical conditions of the room (size, podium/lectern available, microphone, lighting, audio/visual availabilities)
• Visuals and/or props you need and having easy access to where you are speaking
• Water to refresh your voice

Using a Lectern or Podium

A lectern is a small, raised surface, usually with a slanted top, where a speaker can place notes during a speech. While a lectern adds a measure of formality to the speaking situation, it allows speakers the freedom to do three things: to come out from behind the lectern to establish more immediate contact with the audience, to use both hands for gestures, and to also serve as a place for your speaker notes.

A podium is a larger version of the lectern, and it may have a built-in light to illuminate your notes, it may also have a built-in microphone, and, sometimes, it has a sign or seal on the front that highlights the logo of the venue in which you are speaking.

However, for new speakers who feel anxious, it is all too tempting to grip the edges of the lectern or podium with both hands for security. You might even wish you could hide behind it. Be aware of these temptations so you can manage them effectively and present yourself to your audience in a manner they will perceive as confident and knowledgeable. One way to achieve this is by limiting your use of the lectern or podium to simply serve as a place to rest your notes. Try stepping to the side or front of the lectern or podium when speaking to free your hands so you can gesture to enhance your speech content, only occasionally standing behind it to consult your notes. This will enhance your eye contact with the audience.

Speaking in a Small or Large Physical Space

If you are accustomed to being in a classroom of a certain size, you will need to make adjustments when speaking in a smaller or larger space than what you are used to experiencing while speaking. While not all classrooms are created equal, speaking in a classroom is good practice for when you do have to move to a more professional and public setting outside of the college or university.

A large auditorium can be intimidating, especially for speakers who feel shy and “exposed” when facing an audience. However, the maxim that “proper preparation prevents poor performance” is just as true here as anywhere. If you have prepared and practiced well, you can approach a large-venue speaking engagement with confidence. In terms of practical adjustments, be aware that your voice may echo is a cavernous space, so you will want to speak more slowly than usual and make use of pauses to mark the ends of phrases and sentences. Similarly, your facial expressions and gestures should be larger so that they are visible from farther away. If you are using visuals or props, they need to be large enough to be visible from the back of the auditorium. Be aware that your slides should be simple and not complex, as too much information on a slide will be hard to read by the audience from the back of a large room or venue.

Limited space is not as disconcerting for most speakers as enormous space, but it has the advantage of minimizing the tendency to pace back and forth while you speak. A small space also calls for more careful management of notecards and visuals and props, as your audience will be able to see up close what you are doing with your hands. Do your best to minimize fumbling with your visuals. You can avoid this by arriving early to your venue and determining how to organize your materials in the physical space. Proper use of slides and other visuals will be discussed in a future chapter in this book.

Speaking Outdoors

Outdoor settings can be charming and quite unique, but they are prone to distractions. If you’re giving a speech in a setting that is picturesquely beautiful, it may be difficult to maintain the audience’s attention. If you know this ahead of time, you might plan your speech to focus more on mood than information, and perhaps to make reference to the lovely view.

More typically, outdoor speech venues can pose challenges with weather, sun glare, and uninvited guests, such as bugs and birds and other wildlife. If the venue is located near a busy highway or near an airport, it might be difficult to make yourself heard over the ambient traffic noise. You might lack the usual accommodation, such as a lectern or podium or table. Whatever the situation, you will need to use your best efforts to project your voice clearly without sounding like you’re yelling. Hopefully, in this type of scenario, you can request a microphone.

Using a Microphone

Most people today are familiar with microphones that are built into video recorders and other electronic devices like a smartphone, but they may be new at using a microphone to deliver a speech or presentation. One overall principle to remember is that a microphone only amplifies a voice, it does not clarify or provide vocal volume. If you are not enunciating clearly or if you speak softly, the microphone will merely enable your audience to hear amplified mumbling or just a soft voice. Also, if you have the tendency to speak softly, the microphone will not make you sound louder, but instead, it will make your speaking more focused on the softness in your voice.

Microphones come in a wide range of styles and sizes. Generally, the easiest microphone to use is the clip-on style worn on the front of your shirt or jacket. If you look closely at many television personalities and news anchors, you will notice these tiny microphones clipped to their clothing. They require very little adaptation. You simply have to avoid looking down and attempting to talk into it. It is omnidirectional, so it can pick up your voice from all angles, and your voice will be adequately amplified.

Lectern and podium microphones and handheld microphones require more adaptation. If they’re too close to your mouth, they can screech. If they’re too far away, they might not pick up your voice and they may not pick up all of your words. Some microphones are directional, meaning that they are only effective when you speak directly into them. If there is any opportunity to do so, ask for tips about how to use a particular microphone and practice with it for a few minutes while you have someone listen from a middle row in the audience and signal whether you can be heard well. The best plan, of course, would be to have access to the microphone for practice ahead of the speaking date. Always ask to check the audio-visual capabilities in the venue in which you are speaking. Again, arrive early to look at the venue and to adapt, as necessary.

Often a microphone is provided just because it is attached to a podium or because it is kept in the venue space, even when it isn’t necessary. If the room is small or the audience is close to you, do not feel obligated to use the microphone. Sometimes an amplified voice can feel less natural and less compelling than a direct voice. However, if you do not use the microphone, make sure to speak loudly enough for all audience members to hear you—not just those in the front of the room. Anytime you think that the audience may not be able to hear you, use a microphone. It can be your speaker’s tool best friend!

Audience Size

A small audience is an opportunity for a more intimate, minimally formal tone. If your audience has fewer than two dozen people, you can usually generate greater audience contact. You do not have to revamp your speech just because the audience is small. When the presentation concludes, there will most likely be opportunities to answer questions and have individual contact with your listeners.

Your classroom audience may need to be in a virtual modality from time to time. Let’s say you have as many as 20 to 30 students. The format for an audience of this size is still formal but conversational. Depending on how your instructor structures the class, you may or may not be asked to leave time after your speech for questions and answers.

Some audiences are much larger. If you have an audience that fills an auditorium, or if you have an auditorium with only a few people in it, you still have a clearly formal task, and you should be guided as much as possible by your preparation. A good strategy with a small audience in a large room is to ask everyone to move closer to you in the front of the room. Most people will respond favorably and move.

Navigating the Virtual Presentation

Since the COVID-19 pandemic in 2020, more presentations have gone to a virtual format, thereby permitting less travel to speaking venues and easier control of your speech content. However, the planning and preparation for a virtual presentation is no different than if you were going to be presenting at an auditorium or a smaller conference-style meeting room. The elements of voice, content, use of visuals, and engagement with the audience is even more important. While these virtual presentations are live (and sometimes, you are recorded for playback later to people who were unable to hear you speak in a “virtual live” modality) you still need to avoid reading your notes. While the camera is on, the virtual audience can see your eyes move around the screen as you are reading. Your voice needs to remain strong, without shouting, because the microphone is likely built into your computer or laptop. Your slide presentation needs to be easy to follow as you speak, and, most important, you need to show enthusiasm and knowledge about your topic. Nothing is more boring than having a virtual presentation where the speaker sounds bored, lacks excitement and interest in informing the audience about the topic, or if the technology does not work. Take time to test your slides and your camera and the Internet connection. Do not trade convenience of the presentation for lack of professionalism in all aspects of the presentation.

Take note of your surroundings, especially if you are presenting from a home office. Opt for a neutral background to avoid distractions. Make certain that you have good lighting on your face so you can be seen clearly. Increase the volume on your computer or laptop and minimize background noise by closing open windows and shutting doors that may lead to other parts of your presentation space. And while it may seem funny to some people, make sure any pets or small children are not accessible to your space while you are presenting. Dress professionally, too, for the virtual. Delivery is all about the verbals AND your non-verbals, too, especially in a virtual environment.

You Try It: Match the Context to the Strategy

Activity Introduction: Every speaking context, from large rooms, small rooms, outdoors, or virtual spaces requires different delivery adaptations. This activity helps you recognize which strategies work best in different speaking settings.

Wrap up: Understanding how context shapes delivery helps you adapt confidently and maintain audience engagement across all environments.

Channeling Anxiety into Positive Energy

Being nervous or having anxiety and worry before a major speech, whether it is in your classroom or at a venue to which you have been invited, is absolutely normal. Know that anxiety if a healthy and natural response when you are preparing to speak in front of people you do not know (and, sometimes, in front of people you do know!) You can channel that energy to your advantage just by being prepared and knowing your topic “inside and out,” “backwards and forwards,” as the old saying goes. That helps to reduce the fear of public speaking.

Always remember, too, that your audience wants you to do well. These people have come to hear you speak and to learn something from you. That is a true compliment to your ability to present professionally.

Here is a quick checklist of things you can do to help create positive energy before any speech:

• Know your audience—feel free to talk to people before your speech—welcome them to the room and even introduce yourself to people you do not know
• Memorize the open and close of your speech—while the recommendation is to not memorize an entire speech, sometimes you can memorize your attention getter at the start and your powerful close that can bring about confidence.
• Visualize yourself successfully giving the speech and the audience responding favorably.
• Relaxation exercises, such as deep breathing, shoulder rolls and walking outside your speech venue helps alleviate tension
• Smile–Nothing exudes positivity than having someone smile back at you!

What About The Use of Humor in Delivery?

Humor that produces a few chuckles from the audience can reinforce your speech and add to the friendliness between you and the audience. Humor in the form of a personal story or anecdote or humorous quotation should always relate to your presentation and should not be used simply to try to engage the audience. This is not a nightclub comedy routine you are presenting—it is an important speech! Humor that is misplaced or derogatory in nature or disrespectful of people, cultures, beliefs, or offensive to anyone or anything should never be used. If you question your use of humor or are not comfortable with using humor, then refrain from using it in your speech.