7 Using Notes Effectively

Even though giving a speech is a more formal style of communication, you still want it to seem like you are conversing with your audience. If you are too dependent on notes, achieving this kind of ease will not be possible. Think about when you’re speaking to a friend. You do not follow a strict script or focus on every word and phrase; you let your thoughts flow freely. There are fundamental differences between speaking casually in everyday life and delivering a prepared presentation. But using similarities between the two styles can help make your speech more appealing to your audience. So, how can you appear relaxed and use notes effectively in your speech?

First of all, it’s important to point out that yes, you should use notes. Relying on memorization can be risky. You may forget to mention something important or struggle to stay on track.

Try using an outline. An outline should generally be no more than a page or two. It should contain the key points you will cover and some supporting facts, numbers, or details you may have trouble remembering. The text should be in a large, easy-to-read font and well-spaced.

Your outline will keep you focused, but it’s too brief to dictate exactly how you verbalize your ideas. Thus, it is best if you do not have notes containing complete sentences. You want to be able to glance down at your notes, look back up at your audience, and continue speaking in your own words.

Don’t be concerned with using exact language in every phrase. What is more important is that you are addressing your audience by expressing yourself naturally. Your audience is not expecting perfection; they will respond more to sincerity and authenticity. A speaker who is too slick and rehearsed may not be someone they can relate to.

Think of your notes as prompts. What you are speaking about is in your head; your notes keep you paced and moving forward. Notice that a lectern has a slight angle where you place your notes. This angle conceals the speaker’s notes from the audience’s view, which can help create the illusion that the speaker is not using notes at all. Using index cards destroys this illusion, as you must handle them while speaking. Similarly, using a computer or smartphone while speaking creates a distraction for the audience. This is why having your notes on single pieces of paper is what I recommend.

Lastly, if you are using PowerPoint slides for your speech, avoid overloading them with text. Simply reading off your slides while standing in a dark corner does not make for a compelling presentation. Your slides should supplement your speech rather than being the central focus. Try removing most of your content from the slides and place it in your notes instead for your delivery. Otherwise, you may find yourself superfluous in your own speech!