Bringing seminars is a good opportunity to share knowledge and experiences with others. Many people feel nervous and anxious when it comes to speaking in front of an audience, but this can be overcome with lots of practice and as much preparation as possible. In order for the seminar to run well, you must contact the organizer to find out the duration of the seminar and the topics to be covered. Prepare seminar materials in the form of slides containing a series of information. Also show a slide containing a photo or graphic. When appearing in front of an audience as a speaker, demonstrate confidence by making eye contact, using appropriate body language, and speaking with clear articulation.
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Method 1 of 3: Making Initial Preparations
Step 1. Find out the conduct of the seminar
As an initial preparation, discuss with the organizers various matters relating to the implementation of the seminar and the topics to be discussed. Try to find out what the organizers' expectations are because seminars can be delivered in various ways, for example: you are asked to discuss a paper that was distributed before the seminar starts or make a presentation without much interaction with the audience.
Ask the organizer: “Will the seminar be held like a lecture that focuses on explaining research results or will interact more with the audience?”
Step 2. Consider who the audience will be for the seminar
Prepare seminar materials according to the interests and needs of the audience by finding out who will attend the seminar. If you don't know your audience yet, ask the organizers for information about their educational background and experience. If you've worked with audiences before, use what you know to prepare materials and adapt your presentation style to benefit them, especially to prepare.
- For example: when giving a science seminar in front of specialists, you don't need to use jargon because you can directly discuss the material in more depth and detail.
- Depending on who is in attendance, you may discuss controversial topics or ask the audience for their opinion.
- Arrive early to the seminar venue so you can still chat with some of the participants and observe the situation in the room before the seminar starts. Ask one of the participants, “Why do you want to attend this seminar?”
Step 3. Find out what presentation tools are available and what tools you need to set up
Make sure you are able to operate the devices in the room, for example: have a good command of the PowerPoint program and know how to set slides to change automatically without clicking the keyboard or mouse button. If you want to use a microphone, first learn how to use it and adjust the volume.
For example: so that you can show a slideshow during a presentation, make sure there is a properly functioning projector in the room
Step 4. Prepare slides and visuals that grab the audience's attention
Before compiling presentation material, imagine what a visual display will look like that is easy for the audience to understand. If you want to show a slide, prepare an informative one with clear pictures and easy-to-read writing. Use large fonts and clear shapes. Don't include too many graphics and write as little text as possible.
- Keep in mind that it will take your audience 1-2 minutes to read each slide to completion. So don't prepare so many slides that you can't finish the presentation. Instead, present images to support the information you're verbally conveying to your audience.
- Use other visual displays, for example: models, posters, flyers, or brochures. Instead of just fixating on the slides, channel your creativity by utilizing these facilities and adapting them to the seminar's management.
Step 5. Distribute presentation materials before the seminar if needed
If you want to host a seminar that focuses on discussion of papers, suggest to the organizers that each participant has received a paper a few days in advance. This way, they can prepare questions and comments. Also, you can go straight to more complex material assuming your audience has a certain level of understanding.
If the distributed paper is still in progress, include this in the draft paper and convey the information again at the beginning of the seminar. That way, your audience knows you're ready to accept constructive criticism and input
Step 6. Practice delivering the seminar according to the material framework
When you're done laying out the outline and slides, practice ahead of time. Have friends and family members pretend to be participants in the seminar as a simulation. Make a video recording of your presentation practice and then play it again so you can determine what still needs improvement. Practice as often as possible until you master the presentation material well and are really ready to give the seminar.
Each time you finish practicing, make notes of things that have gone well and what needs to be improved
Step 7. Arrive at the seminar venue early
Set aside time so that you are at the seminar venue early to see the arrangement of the room. Take the time to upload presentation materials and distribute photocopies of papers or brochures. In addition, have time to meet the organizers of the seminar to coordinate.
If you arrive 15-30 minutes in advance, there is still enough time to do things that need to be done before you start the seminar
Method 2 of 3: Delivering Seminar Materials
Step 1. Introduce yourself to the audience
Open the seminar by standing on the podium or in front of the room and introduce yourself. Briefly describe your professional experience and why you would like to present a seminar on the topic to be covered. This can increase the audience's interest in listening to you speak and foster mutual trust between the speaker and the audience.
If someone else introduced you, briefly explain why you felt so excited about hosting this seminar and thank the organizers for giving you the opportunity to speak in front of an audience
Step 2. Make a presentation according to the material that has been prepared
Present the material in order based on logical thinking. Even if you've memorized all of the material, write down the important information briefly on paper or note cards to take with you to your presentation. You can use these notes to set the tempo of your speech. Use these guidelines when giving seminars: “Tell the audience what you want to say, explain what you have explained, say what you have explained.”
For example: when giving a seminar with a topic that is discussed chronologically, for example: the history of the outbreak of the second world war, make sure you have provided a lot of information before delivering an explanation in chronological order
Step 3. Present the material without looking at the visual means
Giving seminars will be easier if you read the slides. Instead, use a slide to support the important information being explained. If you practice a lot, how to use slides can show whether you have delivered a good seminar.
For example: when showing a photo of Lincoln, use a slide to support it as you explain the background of Lincoln's professional and personal life. This information does not need to be written next to the photo
Step 4. Bring the seminar according to a predetermined schedule
Once you've expressed your willingness to host a seminar, find out how long you have to talk and then prepare the material according to the time allotted. End the presentation on time or a maximum of 5 minutes delay, no more. When the time is up, come to a conclusion immediately and say that you will explain further in the question and answer session.
For example: say to the audience, “I have to end the presentation because time is running out, but I will continue discussing this topic in a question and answer session.”
Step 5. Answer the questions as best you can
Start answering by repeating the question asked so that the entire audience hears the issue you want to discuss. Before speaking, think about the answer while constructing a sentence. As much as possible, provide answers that are supported by the material you have just described and add information that you have not had time to convey due to time constraints or other conditions.
- After answering, thank the questioner for the question asked. If a participant dominates the Q&A session, say that he or she can talk to you again after the seminar closes.
- If you can't answer a question, say: "This question is very good, but I can't answer it yet."
Method 3 of 3: Demonstrate Skill and Confidence
Step 1. Make good eye contact
As you speak, look around the room while making eye contact with the entire audience during your presentation. If you notice that you're only looking in one direction, look elsewhere. Don't focus solely on the audience sitting in the back or at the front. Instead, look at all the seminar participants so you can catch their response to what you have to say.
Step 2. Speak clearly and charismatically
Use exercise videos to find out if your voice is vibrating or not loud enough. Speak out loud so you don't have to use the microphone. Also, keep your presentation calm and pronounce each word clearly so everyone can understand what you're saying.
Write: “Speak clearly” in the margins of the outline notes to remind you to maintain sound quality during your presentation
Step 3. Calm down if something goes wrong
If you convey the wrong information, the audience may not know it. To get rid of any worries, immediately admit that you misinformed before continuing with your presentation to restore the audience's trust in you.
For example: say to the audience: “Sorry, I haven't updated the data in column 3 according to today's position. A more accurate number would be…”
Step 4. Use good body language
Control your fingers and forearms so that you don't appear nervous because you're constantly playing with a ballpoint pen or other object. Pay attention to how you step and walk every now and then, but don't make any movements that distract your audience. When practicing body language, think about whether your movements will distract the audience from the presentation material. If so, try to reduce or avoid the movement.
