Crisis Communications Speaker Presentation The Do's In a Crisis

When preparing to give a speech

• Use a full script with LARGE TYPE for easy reading.
• Leave wide margin for notes to yourself.
• Leave pages unstapled for easier handling at podium.
• Highlight and mark your script to guide your delivery.
• Time your presentation to fit the program schedule of the group you will address.
• Practice: Read it aloud using a mirror and tape recorder until it sounds like you are talking, not reading.
• Be sure you have the facts about your audience-size, contact person's name, facility, etc.
• Based on your audience and your presentation, determine what, if any, equipment you will use. If you are not familiar with the equipment, contact the Communications Department to arrange a briefing on how to use slide projectors, video players, or overhead equipment.

When you arrive at your engagement

• Be at least 15 minutes early.
• Check equipment in advance if possible.

Slides

• Be sure slides are in correct order and clearly focused.
• Be sure slide advance mechanism is convenient to you where you are speaking, or arrange for someone else to advance the slides.
• Check the lighting in the room to be sure the slides will be visible to the audience.
• Check microphone (whether it is free standing or lavaliere) before beginning- "Can you hear me?"
• Check lighting to podium to be sure you can read.

Overhead Transparencies

• Be sure the type of room and size of crowd are appropriate for the use of overhead equipment.
• Be sure the words/graphics are large enough for people to read.
• Check to be sure you are situated correctly in the room with the overhead projector, screen, microphone and audience.

When you are speaking

• Stand erect and direct voice toward audience.
• Speak loudly, slowly and distinctly.
• Establish eye contact (or appear to do so) with audience from time to time.
• Stay within the allotted presentation time.

When you are answering questions

• Remain friendly, cool-headed and confident.

• Answer only the questions asked and do so as succinctly and clearly as possible.
• Remember that you do not always have to know everything. You can say "I will have to check that out for you--please see me after the meeting.
• Avoid allowing one person to dominate the questions by moving on
  • "Thank you for your interest. I'll be glad to talk to you about your concerns after the meeting. Right now let's see if anyone else has questions for the group."

When you are finished with your presentation

• Remain long enough to give individuals an opportunity to talk with you.
• See to it that arrangements are made for distributing information materials to the group, if requested/appropriate.