Speaker notes provide structure for delivering a presentation with confidence and clarity. They act as a safety net, reducing anxiety and ensuring all planned points are covered. By having a reliable guide, a presenter can focus on delivery, connect more genuinely with listeners, and navigate their material smoothly without the fear of losing their place.
Determine Your Note-Taking Style
Choosing the right format for your speaker notes is a personal decision that depends on the presentation’s complexity and your comfort level. A full script involves writing out every word of your presentation. This method is suitable for technical or legally sensitive talks where precise wording is required. The main drawback is the risk of sounding robotic or disconnected from the audience as you read, which can inhibit a natural, conversational delivery.
A more common approach is to use an outline or bullet points. This format encourages a conversational tone by focusing on keywords and short phrases rather than complete sentences. It requires more practice to ensure you can elaborate on each point smoothly, but it allows for greater flexibility and eye contact with the audience. This helps you internalize the material, making your delivery appear more spontaneous and engaging.
For those who prefer a more portable and discreet option, index cards are an excellent choice. Their small size forces you to be concise, breaking down the presentation into manageable chunks of information. The main disadvantage is that they can be easily disorganized, and flipping through cards can sometimes be distracting for both the speaker and the audience.
Modern presentations often utilize a digital presenter view, such as the feature in PowerPoint or Google Slides. This tool displays your current slide, the next slide, and your private notes all on one screen, which is visible only to you. This integrated format is convenient, as it syncs your notes directly with your visual aids. The downside is its reliance on technology; a software glitch, a dead battery, or a connection issue can leave you without any notes at all.
What to Include in Your Speaker Notes
The content of your notes should be strategic and purposeful. The core of your notes will be your key talking points. These are the main ideas for each slide, distilled into short, memorable phrases to help you stay on track and ensure the central message is communicated clearly.
Include specific data and statistics. Trying to memorize precise numbers under pressure is difficult, so writing them down ensures you can state them confidently and correctly. The same principle applies to direct quotes; they must be written out to ensure they are recited accurately.
To ensure your presentation flows logically, it is helpful to include transition phrases. These are short sentences or verbal cues that bridge the gap between different topics or slides. Simple phrases like, “Now that we’ve examined the problem, let’s turn to the potential solutions,” guide both you and the audience, creating a more cohesive and professional narrative.
Delivery cues are simple, yet effective, reminders for your non-verbal communication. These can be bracketed words like “[PAUSE],” “[SMILE],” or “[GESTURE TO SLIDE]” placed at strategic points in your notes. These prompts help you vary your pace and engage with the audience and visual aids. Finally, incorporating time stamps, such as marking the five-minute or ten-minute point, helps you manage your time effectively and ensures you stay on schedule.
Best Practices for Writing Effective Notes
To ensure your notes are easy to use at a quick glance, they must be highly readable. Start by using a large, legible font, at least 16-point. This prevents you from squinting or leaning over to read, and ample white space is also beneficial, so consider triple-spacing your lines to make it easier to find your place.
Using organizational aids like color-coding can further enhance readability. For instance, you could highlight data points in green, delivery cues in red, and key talking points in blue. This visual system helps you quickly identify the information you need. When using physical notes, always write on only one side of the page or card to avoid fumbling or appearing disorganized while flipping them over.
Numbering your pages or index cards is a simple but invaluable practice. If you accidentally drop or shuffle your notes, you can quickly reorder them without panic. It is also important to keep your notes concise. Use keywords and short phrases instead of dense paragraphs. The goal is to create prompts that jog your memory, not a script to be read.
Using Your Notes During a Presentation
The best practice is to practice with your notes. Rehearse your speech multiple times using the exact notes you plan to have with you on stage. This builds familiarity and helps you internalize the flow, making the notes a secondary tool rather than a primary focus.
The goal is to glance, not read. Maintain eye contact with your audience, look down briefly to find your next keyword or prompt, and then immediately look back up to re-engage. This technique makes your delivery feel more natural and conversational. Holding your notes naturally is also important; don’t hide them in shame or grip them tightly, as this can signal nervousness. If a lectern is available, place them there for easy access.
Never apologize for using notes. Using notes demonstrates that you have prepared thoughtfully for your presentation. It shows professionalism and a commitment to delivering accurate and well-structured information. To make your glances as efficient as possible, physically mark your place on the page with a finger or a paperclip. This action allows you to quickly find your spot without scanning the entire page.