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3 Tips to Make You Feel Confident When Giving a Presentation

3 Tips to Make You Feel Confident When Giving a Presentation

I still remember those terrible days when my history teacher would have the class read aloud from the text book, each student one paragraph.

I was a pretty awful at reading out loud, so I counted the kids ahead of me. I determined I’d be reading paragraph 13, and started practicing.

When it was my turn, I blasted through my paragraph so quickly that I mispronounced words left and right and sounded like the disclaimers at the end of a car commercial. Worst of all, I was actually supposed to read paragraph 12. (Turns out I was lousy at reading and math.)

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But it turned into a valuable lesson. When you’re reading a text in public—whether it’s jotted notes or a full-blown speech—it’s easy to mispronounce words and fumble phrases. You feel stupid and your audience is confused. Here are some tips to help you prepare.

1. Avoid using words you might misread during your talk when you glance at your notes.

If you wrote, “It assures our success” on a note card for a presentation you were going to give, it would be easy to mistakenly read it as “assumes” if you glanced only briefly at it during the talk – especially if you were talking fast.

If you’re going to refer to written notes during a live presentation, think through the words you’re writing down. Ask yourself if you can imagine misreading any of those words when the crowd is in front of you (“darling” for “daring,” for example). Cut out words that could easily be mistaken for others.

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2. Watch out for words you regularly stumble over.

A confession: I almost always mispronounce “distribute” and its variations–distributing, distribution, distributor, etc. I’ll often place the emphasis on the wrong syllable and say “dis-tributors” or “distrib-utors.” So I never use any variation of distribute in my public talks. It’s one less thing to worry about.

During a live presentation, you get just one chance to deliver each line, each word, flawlessly. If you stumble over or mispronounce a word, it can severely disrupt your flow. If it happens more than a few times, it can also make both you and your audience uncomfortable. So monitor yourself for particular words that trip you up–your own versions of “distribute”–and make a point of keeping those words out of your talks.

It’s also a good idea not to use long, complex words. All of us occasionally trip over words like “inexplicable” or “extemporaneously.” So try not to include words like these in your presentations.

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3. Avoid words or phrases that might confuse your audience.

Former presidential speechwriter Peggy Noonan, in her book On Speaking Well, tells an interesting story about a foreign policy speech she wrote for President Reagan. After reviewing the draft, Reagan’s chief of staff handed it back to Noonan and told her to change the phrase “muscular altruism.” When Noonan asked why, he said, “It sounds like a disease.”

What the chief of staff realized was that when people hear the word muscular, they think “dystrophy.” Add to that the fact that the second word in Noonan’s phrase is a word most people don’t know and which ends in “ism,” and you can see where the whole phrase could confuse and even frighten the public.

When crafting your presentation, think through any words or phrases that your audience might misconstrue or even hear incorrectly (because they’re so used to hearing those words in different contexts). Then find different words to make the same points.

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One final thought for anyone reading this who works for the Department of Education: Please do whatever you can to stop that horrible read-aloud practice that fills school kids with terror!

Featured photo credit: Speaker at Business Conference and Presentation. Audience at the conference hall. via shutterstock.com

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robbie hyman

Copywriter

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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