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By Nita K. Patel
IEEE-USA E-Books
BooK 1 Strategy - Preparation and Planning
BooK 2 Structure - 
Anatomy of a Successful Presentation
BooK 3 Style - Dynamic 
Delivery Techniques
BooK 4Effective Visual Aids
Technical Presentations
A series of four books discussing how to prepare, write and effectively deliver technical presentations.
Published and Hosted by IEEE-USA.
Copyright © 2010 by Nita K. Patel. All rights reserved. Printed in the U.S.A.
Edited by Georgia C. Stelluto, IEEE-USA Publishing Manager
Cover design and layout by Josie Thompson, Thompson Design
This IEEE-USA publication is made possible through funding by a special dues assessment of IEEE members 
residing in the United States.
Copying this material in any form is not permitted without prior written approval from IEEE.
TECHNICAL PRESENTATIONS
A series of four books discussing how to prepare, write and effectively deliver technical presentations.
Book1: Strategy - Preparation and Planning
Strategize to help you plan and prepare the presentation
Book 2: Structure - Anatomy of a Successful Presentation
Structure to write an informative, educational or persuasive presentation
 
Book 3: Style - Dynamic Delivery Techniques
Style your delivery to be clear, concise and engaging 
Book 4: Supplements - Effective Visual Aids
Supplement your presentation with effective PowerPoint slides or other visual aids
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Table of contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Anxiety . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Vocal Variety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
 Power . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
 Pitch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
 Pace. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
 Articulation/Pronunciation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
 Breath. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Pause . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Eye Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
 Duration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
 Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
 Your Eyes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Body Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
 Gestures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
 Facial expression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
 Stage/Speaking Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
 Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Intangibles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
 Authenticity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
 Confidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
 Enthusiasm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Question & Answer (Q&A) Session. . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Appendix A: Body Language Examples . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Bibliography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Acknowledgements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
About the Author . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
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Introduction
A personal introduction, captivating opening, interesting body and compelling conclusion 
comprise the four major parts of a successful presentation (see Book 2 for details). 
Once you have an organized and well-written presentation, shift your focus to delivery by 
incorporating eye contact, varied voice and fluid body language. 
In research published in 1967, Albert Mehrabian came to two conclusions about communica-
tions that shed light on the importance of words, voice and body language. His research led 
to the now often quoted 7-38-55 rule. Mr. Mehrabian stated the following two points.
1. There are three elements in any face-to-face communication:
 a. Words
 b. Tone of voice
 c. Nonverbal behavior (e.g., gestures, facial expression)
2. Non-verbal elements are particularly important for communicating feelings and attitude, 
especially when they are incongruent. If words disagree with the tone of voice and 
non-verbal behavior, people tend to believe the tone of voice and non-verbal behavior.
According to Mehrabian, these three elements, often abbreviated as the three Vs: Verbal, 
Vocal and Visual, determine our liking for the person who is sharing a message concerning 
their feelings. Words (verbal) account for 7% of the message; tone of voice (vocal), 38%; 
body language (visual), 55%. 
What we can learn from the 7-38-55 rule is that for effective and meaningful communication, 
these three parts of the message need to support one another; that is, the three elements 
have to be congruent. In the case of any incongruence, the receiver of the message will 
give more weight to body language and tone of voice than the words used in conveying the 
message.
Content and words in your presentation are important. However, when your voice and body 
language disagree with your words, people will believe your voice and body language over your 
words. When delivering a presentation, it is critical to match your words with supporting tone 
of voice and body language because these elements comprise much as 93% in conveying 
your message.
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Mehrebian’s Rule does not mean that 
words are inconsequential to a presentation. 
Presentations must have meaningful content 
and be written in a well-formed manner. 
The rule simply highlights the importance 
of aligning words with non-verbal clues such 
as tone of voice and body language when 
presenting. 
If the verbal and non-verbal communication is 
disconnected, your audience will believe the 
non-verbal element. For example: If you say
to an audience, “I’m really glad to here today!” but you are yawning, have poor posture or talk 
in a monotone voice, the message you are sending is that you are not excited to be there.
Synchronize the entire message, verbal (words) and non-verbal (tone, voice and gestures). 
Supplement the written presentation with a dynamic, congruent delivery to result in powerful 
presentations. Later sections in this book, Technical Presentations Book 3: Style – Dynamic 
Delivery Techniques, will discuss components of dynamic delivery including eye contact,body 
language and tone of voice. 
 
 
P
er
ce
nt
ag
e
We are masters of the unsaid words, but 
slaves to those we let slip out. 
 — Winston churchill 
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Anxiety
Most presenters are comfortable researching and compiling a presentation. However, when 
asked to present, anxiety, nervousness and fear set in. Anxiety, nervousness and fear are 
natural emotions for presenters, especially for those who do not present often. The difference 
between practiced and novice presenters is that practiced presenters know their nervous habits 
and know how to handle them. 
The first step in reducing your nervous habits is to identify your most common nervous habits. 
Do you 
•	 Stick your hands in your pockets,
• Play with your jewelry,
• Smack, lick or bite your lips,
• Play with your wedding band,
• Clasp/unclasp your hands,
• Pace,
• Play with a pen, laser pointer or item in your hand,
• Play with your hair,
• Lean on the table, a chair or against the wall or
• Use uncontrolled, out-of-sync gestures?
Identify your typical nervous habits by presenting in front of a mirror or asking friends and fam-
ily to identify nervousness as you present. Once you are aware of these habits, you can work 
to reduce or control them. Most of the time, presenters display nervous, distracting non-verbal 
communication due to a lack of confidence. You can work to increase your confidence thereby 
reducing your nervous habits.
The following tips provide methods for controlling your anxiety and boosting your confidence.
•	 Prepare: Research your material. Know to whom you will present. Know where you 
will present. Prepare a coherent outline. Arrive early and organize your equipment. 
Anticipate problems and develop contingency plans. Prepare responses to anticipated 
questions. Being prepared will boost your confidence, give you peace of mind and 
reduce your anxiety. 
• Visualize success: Visualize yourself giving the presentation. Visualize the sights, 
smells, sounds and feeling of giving the presentation successfully. Imagine that you are 
delivering your presentation to an audience that is interested, enthused, smiling and 
reacting positively. Recall this positive image before you begin your presentation. Having 
a positive visualization can help you feel more confident, thereby ensuring the success 
you visualized.
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•	 Drink water: Adrenalin can cause a dry mouth. Have a glass of room-temperature wa-
ter handy. Avoid cold water because the cold temperature constricts your vocal cords. 
Pause to take sips occasionally, especially when you want to emphasize a point. The 
pause will accentuate the point and allow your audience time to think. 
• Yawn (before the presentation): 
A yawn will relax tense jaw muscles 
and give you a fresh supply of oxygen. 
With your facial muscles relaxed, you 
will feel calmer and speak more clearly. 
Yawn a few minutes before presenting. 
You do not want to yawn during your 
presentation. To ensure you do not 
get drowsy during your presentation, 
avoid eating too much before your 
 presentation. A full stomach will make 
you drowsy.
• Stand tall: Standing up straight helps 
you look and feel more confident. It also 
allows for more airflow and deeper breaths. Concentrate on pushing your shoulders 
back slightly when standing. This motion will improve your posture. This technique will 
also help release tension in your upper body. Standing straight and tall helps you to 
speak more clearly and project farther. 
• Smile: Smiling is a natural relaxation technique. 
Smiling engages the audience. A warm and confident 
smile will put you at ease. If you smile, people 
will smile back at you giving your encouragement 
to continue. When you smile, you project confidence. 
If your speech is somber, ensure that a smile is appropriate before smiling too 
broadly or too much.
• Dress appropriately: Dress at least one level above how you expect the audience to be 
dressed. For technical presentations, business casual is usually appropriate. Clean and 
tidy appearance is necessary for both business and social occasions. Dressing nicely 
will boost your confidence and make you seem authoritative, credible and persuasive. 
Do not wear clothing or accessories that may distract the audience. Clashing colors or 
dangling jewelry can be distracting. Make sure you know the traditions and norms for 
the culture in which you will be speaking.
• Concentrate on your core message: Remember that your purpose is to motivate, 
persuade or educate. Focus on why you are presenting rather than on how you are 
presenting. Focusing on your message and your passion for and knowledge of the topic 
rather than on your nervousness will give you confidence and encouragement.
Smile and the world 
smiles with you
SYmPtom Solution
Dry mouth Sip room-temperature water 
periodically
out of breath Slow down. Take a full 
breath between each sen-
tence
Shaky hands Rest them on the lectern or 
let them hang at your sides
nausea Pause. Take a breath. Ignore 
it. Focus on your topic
Physical Symptoms of nervousness
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• think positive: Envision success. Focus on the positive aspects of your presentation. 
Practice positive, genuine self-talk. Remember that the audience wants you to succeed. 
They will be very forgiving because they want to hear your message. They are not too 
concerned about how you present the information as long as you can convey your core 
message adequately.
•	 Speak slowly: Slowing your pace will calm you. Additionally, it makes it easier for the 
audience to hear and understand your words. 
• Plan for the unexpected: Consider potential problems, such as the lights going out or 
the slides not being available, and plan for these situations. Preparation will help reduce 
your anxiety. 
As you work to reduce your anxiety, remember two key points: (1) 90% of your nervousness 
will not be evident to the audience and (2) the audience wants you to succeed. Most 
 nervous indicators such as shaky hands or butterflies in your stomach will not be evident 
to your audience. Because your audience wants you to be successful, they will forgive 
mistakes you make.
Even the most experienced presenters experience anxiety, stress and fear during their presen-
tations. Confident and professional speakers have simply learned how to manage and calm their 
nerves as they deliver their presentation. Reduce anxiety through the techniques discussed 
above and gain confidence through experience. 
 
 
two rules to follow: 
1. Don’t sweat the small stuff.
2. it’s all small stuff.
 — robert Elliot
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Vocal Variety
Once you have a handle on your anxiety, you can focus on improving your delivery. Your 
delivery should align with your content, and both should align with the sound of your voice. 
Power, pitch and pace characterize your voice.
No matter how interesting your content, a monotone delivery will bore the audience. Pay 
attention to your voice. Your voice is a key component of your presentation. Adjust power, 
pitch, pace and pauses to deliver a dynamic presentation. 
Power
Power is the volume (i.e., softness or loudness) of your voice. Your goal is to be heard by the 
entire audience. To determine the right volume for your presentation, practice with friends. Ask 
them to raise their hands at the point your volume is uncomfortable. Note that you may think 
you are shouting although the audience thinks the level is just right. 
Adjust your volume based on the size of the room and number ofpeople in the room. For a 
large room, increase your volume. Speak louder with more projection in a crowded room or in 
a room with competing noises, such as a humming heater or other background noises. When 
speaking in a very large room, use a microphone to amplify your voice. Note that the definition 
of loud will differ for different individuals. Determine your comfortable volume through experi-
mentation. There is no single, correct volume for all presentations. 
Adjust your volume up and down to add interest to the presentation or to demonstrate different 
emotions. Align variations in volume with emotional content. Use a loud voice to express anger, 
excitement, passion or joy. Use a quiet voice to express fear, conspiracy or sadness. Lower 
your voice to draw the audience in and raise your voice to make a point. If you want to increase 
the tension, to speak more intimately or to sound conspiratorial, speak softly.
Remember that yelling may help you increase your voice volume 
for a short while. However, it will leave your throat sore and may 
strain your voice. To project with more power, focus on your lungs 
rather than your mouth or throat. Stand up straight, take a deep 
breath and use more air to carry the sound as you speak. Repeat
this exercise and try to project farther and farther in the room. Through practice, this process 
will become more natural and help you project better when presenting to a group.
Project for power
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Pitch
In addition to volume, adjust your pitch throughout the presentation. Pitch is the frequency, 
i.e., the tone, of your voice. To some extent, you are born with your voice pitch (soprano, 
mezzo-soprano, tenor or baritone). However, you can adjust your pitch through practice. 
Speakers tend to increase slightly their natural pitch in formal speaking situations due to 
nervousness. To help you identify this tendency, ask someone to listen to you and notify you 
when you raise the pitch of your voice. 
Varying your pitch will add inflection and character to your words. You can change the 
meaning of a word or sentence by varying your pitch. For example, say “Oh” and drop your 
pitch as you say it. This might imply disappointment. State “Oh” and raise your pitch as you 
say it. This might imply surprise or joy. The very same word, spoken with a different pitch, 
has different meanings. 
Vary your pitch according to the importance of the expression. For instance, increase your pitch 
when you are excited, are being assertive or are fearful. Decrease your pitch when delivering 
a somber message or to indicate tiredness, boredom or slow action. If your speech contains 
dialogue for several characters, varying your pitch is an excellent way to distinguish between 
them. Use pitch to highlight written punctuation such as exclamation points or question marks.
Pace
Another way to add variety to your vocal presentation is to vary your pace. Pace is your 
speaking rate; that is, how quickly or slowly you speak. The length of the pause between your 
words affects pace. The amount of time spent enunciat-
ing each word affects pace. 
A conversational speaking pace is approximately 125 
to 160 words per minute. Vary your pace throughout 
your presentation to add interest. Increase your pace to 
heighten the emotion in a dramatic story. Decrease your pace when delivering key phrases or 
to emphasis certain words. 
Nervous speakers tend to speak quickly. If you speak too quickly, the audience struggles to 
absorb the information presented. A primary reason presenters speak too fast is that they 
attempt to present too much information in too little time. It does not help the audience to 
have more information that they do not have time to absorb and understand. It is better to 
provide less material and to explain it more clearly.
normal speaking rate = 
125-160 words/minute 
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Articulation/Pronunciation
Articulation and pronunciation are other important contributors to vocal variety. Articulation, 
also known as diction, is how you enunciate words. Do you tend to mumble words? Are the 
beginning and end of your words audible and clear?
The best way to improve your diction is through tongue twisters, such as “If Peter Piper 
Picked a peck of pickled peppers, where is the peck of pickled peppers Peter Piper picked?” 
When practicing tongue twisters speak slowly and carefully. Make certain the words are crisply 
spoken to avoid jumbling the words together. Repeat the tongue twister at a faster and faster 
rate until you reach a maximum speed that is still coherent and crisp. 
Pronunciation differs from articulation in that you might be able to say a word clearly but 
you might say it incorrectly. Therefore, you would have articulated properly but pronounced 
improperly. 
Proper pronunciation is knowing how to say a word. Improving your pronunciation takes time. 
The first step is training your ear to hear different sounds. Dictionaries offer pronunciation 
guides. With online dictionaries, you can hear the correct pronunciation for words with which 
you might not be familiar. Use these resources to help you learn the proper pronunciation for 
words. 
To measure your articulation and pronunciation, record yourself while presenting. Can you clear-
ly identify your words? If not, slow down and continue practicing until you are able to articulate 
the words clearly.
Breath
Your voice (power, pace, pitch and pronunciation) is affected by your breath-
ing. When your breathing is irregular, your voice may sound high-pitched or 
quiver. Breathing deeply relaxes the larynx; therefore, breathing deeply allows your voice to 
settle into a comfortable, natural sound. 
Speaking too fast is often the result of not stopping to breathe often enough. Slow down your 
speaking by breathing; that is, consciously take a breath during your presentation. Use shorter 
sentences in your delivery to allow you more time to breathe in between thoughts. If your voice 
sounds strained, you may be using all the air you take in. You can improve a strained sound 
through the following exercise. Practice a breathy sound. Then gradually add more and more 
vocal sound to it.
Speaking too softly usually results from not taking in and using enough air. Not using enough 
air can cause you to sound dull and lifeless. Practice breathing and pay special attention to 
your posture. By breathing deeper and then using all the air in your sound, you create a more 
energetic sound and you feel more energized.
Practice good breathing technique several times a day. You can practice deep breathing while 
driving or sitting at your desk. By practicing deep and natural breathing, you will help your body 
prepare for proper breathing during a presentation. 
Breath
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Summary
Once you have identified your normal speaking voice and worked to identify characteristics of 
the speaking voice you want to have, you can experiement with power, pitch and pace to get a 
varied mix for your presentation. 
Until you are comfortable automatically adjusting volume, pitch and pace in a presentation, 
write notes at specific points in your presentation to change your voice volume, pitch or pace. 
Identify natural changes in voice as you read aloud the presentation and make note of these. 
Note that we hear ourselves through our inner ear but the audience hears our voice as it is be-
ing projected. DJs wear headphones so they can hear themselves the same way the audience 
hears them. Try this technique during your practice to get a feel for how you sound. 
You can also listen to your voice by cupping your right hand around your right ear and gently 
pulling the ear forward. Next, cup your left hand around your mouth and direct the sound 
straight into your ear. This helpsyou to hear your voice as others hear it. Identify the compo-
nents you like and do not like about your voice. 
By practicing and getting feedback, you can improve your vocal variety making for a more 
dynamic delivery. Varying your power, pitch and pace will help you maintain your audience’s 
interest. 
 
 
Words mean more than what is set down 
on paper. it takes the human voice to infuse 
them with shades of deeper meaning. 
 — maya Angelou 
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Pause
Many speakers underestimate the power of a pause, a powerful communication technique. 
Presenters mistakenly think that silence is uncomfortable for the audience. In fact, silence 
is more uncomfortable for the speaker than the audience. Pausing has many benefits and is a 
powerful tool to use as a presenter. Dynamic presenters understand and use the pause.
Instead of filling space in between sentences or paragraphs with UMs, AHs or YOU KNOWs, 
pause. Filler words dilute your presentation and rob the speech of its strength. Filler words 
make you, the presenter, seem unsure and tentative rather than confident and knowledgeable. 
Replace filler words with a powerful pause. 
Pause when you are searching for a word or the next thought. With your eyes focused on the 
audience rather than the floor or ceiling, pause and collect your thoughts. This method will not 
only give you time to find the next words but also give the audience time to assimilate what 
you have just said.
Pause longer than you think you should. For most presenters, one to three seconds at the end 
of a sentence feels like an eternity. Fear and pressure change our sense of time. Since most 
presenters fear public speaking, one to three seconds feels as long as a minute. However, one 
to three seconds of silence is bliss to the audience. 
A pause gives the audience time to think about and assimilate what they have heard. The pause 
allows the audience time needed to appropriately file the information in their memories or 
repeat the information to help them remember the point better. Pauses are very powerful. 
Incorporate a pause into your presentation in the following circumstances: 
• Humor: A pause gives the audience time to laugh without missing the next joke.
• Anticipation: A pause builds anticipation and makes the audience wonder about and 
prepare for what is coming next. 
• Question: A pause after asking a question allows the audience to answer the question 
posed and get them mentally involved in your presentation.
• understanding: After sharing a complex example or concept, pause to allow your 
audience to absorb what you have shared.
• thought: Pause briefly to allow yourself and the audience time to think.
• Separation: A pause helps separate thoughts. Pause when changing direction in the 
presentation. The pause signals a break in the flow allowing your audience to under-
stand that you are changing direction and moving to a different point.
• impact: Use the pause for impact to dramatize a point or gain the audience’s attention. 
For example, pausing after your introduction and scanning the audience will convey an 
aura of authority and confidence.
• Breath: A pause allows both you and the audience to breathe and relax for a second. 
A deep breath allows oxygen flow to help you think more clearly and feel relaxed.
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With practice, you will sense the need to pause and how long to make the pause. In printed 
text, punctuation marks indicate separation and indicate pauses in thought. When speaking, the 
punctuation marks are implied in the way you deliver the words. Consider the following tips to 
determine the length of your pauses:
• For a full stop or period, count to two
• For a comma or semi-colon, count to one
• For a colon, count to two
• For the transition between paragraphs, count to three
Note that a count does not necessarily equal one second. Use your best judgment on the 
length of a count. A count of one might be a half-second pause. Treat the pause in your 
presentations exactly like the pauses in normal conversation. 
Some speakers pause to solicit a response from the audience. That is, some speakers pause 
after a funny story or witty saying waiting for the audience to respond with a laugh or applause. 
Speakers who ask for a response are too self-absorbed. Do not wait for your audience’s 
response – allow it to happen naturally and then pause to allow the audience to respond 
appropriately. Also, do not pause too frequently (e.g., at the end of every sentence). This can 
become distracting.
Pauses fall into three basic categories: 
1. Short: A short pause separates thoughts or signals the end of a sentence. The duration 
is less than two seconds, typically around a half second. This time allows the audience 
to absorb what you have presented.
2. long: A long pause forces the audience to think about what you have just said. A long 
pause signals the transition between major points. Use a long pause to build anticipation 
about what you will say next. The duration is two to five seconds.
3. Spontaneous: A spontaneous pause is not always spontaneous. You might plan to 
pause in mid-sentence. The pause will draw the audience’s attention to what you are 
saying since a pause mid-sentence is unexpected. Do not abuse this technique. It can 
also make you seem unprepared or not credible.
 
 
music is the silence between the notes. 
 — claude Debussy 
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Eye contact
Eye contact is a powerful communication tool. Before you say a single word, connect with the 
audience through eye contact. After taking the lectern and before beginning your presentation, 
find a friendly face and make eye contact. Then begin speaking.
Remember that your audience consists of individuals. In actuality, you are presenting to 
independent individuals who are uniquely receiving your message. As a result, make a personal 
connection with each individual in the audience through eye contact. Establishing eye contact 
is a key to understanding each audience member’s unique acceptance, comprehension or 
understanding of your presentation. 
Eye contact expresses honesty, confidence and sincerity 
and establishes rapport with the audience. Eye contact helps 
the audience feel that you are genuinely connecting with 
them, that you are speaking to them rather than at them and 
that you care about their reaction. Eye contact will help your 
presentation appear conversational, which can help reduce your nervousness by allowing you 
to talk with individuals rather than presenting to a large audience.
Eye contact also provides you feedback from the audience. Eye contact will help you gauge 
whether or not your audience is receiving your message. Our eyes can express fear, wonder-
ment, openness, disgust and a variety of other human emotions. Look for these emotions in 
the faces of your audience. The expressions on the audience’s faces, the look and direction of 
their eyes and their body posture and movement will indicate how well the presentation is go-
ing.
The two most important concepts for eye contact are balance and duration. Focus your eyes 
long enough to make a point and include everyone in the room. 
Duration
Set a goal to maintain eye contact with the audience for 90% of your presentation. The best 
eye contact is direct and sustained. Do not look over the top of everyone’s head. Do not quickly 
bounce from individual to individual. Do not look at the ceiling or floor. These actions give the 
impression you are avoiding the audience,nervous or dishonest.
Maintain eye contact for three to five seconds per audience member. The average length of 
individual eye contact should be equivalent to the length of an average handshake. Look at each 
audience member until you see the person acknowledge you before moving on to someone 
else. 
Ensure that you maintain contact for long enough to make a personal connection but move your 
eye contact from one person to another. By moving to a new person every three to five sec-
onds, you can connect with everyone in a small audience of ten to twenty people at least once 
during a short presentation.
Do not look at one individual for longer than a handful of seconds because they may feel un-
comfortable. Be aware that in some cultures direct eye contact is not acceptable. Do your 
research to determine what is appropriate.
Eye contact: balance 
and duration 
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Balance
When presenting to a large audiences, you will not be able to make eye contact with every 
individual in the room. Nevertheless, do not systematically scan the room. Scan the room 
randomly. 
To connect with as many people as possible, mentally break the room into different zones. 
Establish eye contact with an individual in each zone as you randomly scan around the room. 
In a large auditorium, the best spot is 2/3 of the way to the back in the center of the audience. 
Look at someone at the front, then at the back, to the right and to the left. In larger audiences, 
the people sitting near the individual with whom you are establishing eye contact will think 
that you are also looking at them.
Avoid showing eye contact favoritism; that is, looking at certain audience members more 
often than others. We tend to establish eye contact with those who give us the most positive 
feedback or with those with the most authority. Try to look at everyone as equally as possible. 
Your Eyes
Just as you are receiving a message from your audience through eye contact, they are 
receiving messages through your eyes. Your eyes also express emotions such as confusion, 
excitement or humor. Be aware of involuntary messages you may be communicating with 
your eyes. For example, blinking too frequently suggests discomfort and rolling your eyes 
suggests disinterest or unbelief. 
Through balanced eye contact you can engage your audience and gauge their level of interest 
and understanding. Eye contact is a powerful tool during presentations.
 
 
the ears of men are lesser agents of 
belief than their eyes.
 — herodotus
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Body language
Body language, gestures, facial expressions and stage use, should complement your words. 
When used appropriately, body language enhances and strengthens your presentation. 
When used indiscriminately, body language dilutes the power and effectiveness of your presen-
tation.
The key to effective body language is aligning the movement to the message; that is, both your 
words and body language must communicate the same message. Otherwise, if the body lan-
guage conflicts with your words, your body language will have more influence than your words 
on the audience. 
In order to use effective body language, you must first be aware of your normal body language. 
How do you sit, stand or use your hands in regular conversation? Look in a mirror or ask others 
to provide feedback so you have a sense of your natural style. 
Strong, positive body language helps express your emotions, allows the audience to visualize 
your message and helps your audience focus on you. Use body language that is deliberate, 
natural and practiced
When presenting, use your hands and your body. However, avoid nervous habits such as grip-
ping the lectern, pacing, smacking your lips, clenching your hands, fiddling with accessories, 
looking down at the floor, stroking your hair, playing with your ring, swaying from side to side or 
putting your hands in your pocket (see Appendix A for more information). 
Avoid holding your notes in your hands. This immobilizes your hands and prevents the use of 
other gestures. Similarly, note that your gestures and body language will be limited when stand-
ing behind a lectern. You should add emphasis through your voice and facial expressions when 
using a lectern.
Gestures
Gestures and other forms of non-verbal communication send powerful messages to the audi-
ence. Gestures describe weight, shape, direction, importance, contrast or sequence. 
Some examples include pounding the desk with a fist, pointing in a particular direction, nu-
merating points, shrugging your shoulders or holding your stomach. All of these visual actions 
convey a meaning and or describe an emotion. 
In communications, gestures stimulate the same areas of the brain language does. When you 
use gestures, you are stating a point twice, once with your body and once with your words. 
Your goal is not to provide a continuous physical interpretation of every word spoken. Instead, 
add gestures selectively where they have the most impact.
Your stance can tell the audience whether you are scared, confident or uncomfortable. A 
slumped stance signals indifference to the audience. A balanced, upright stance is one in which 
your weight is evenly distributed and slightly forward. Point your feed straight ahead and place 
them about shoulder-width apart. Incorporate a strong stance into your repertoire of gestures. 
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Adjust your gestures based on the size of the group to which you are presenting. 
• Gestures for a Small Group (2-6 people): Use small gestures. Finger gestures and 
hand gestures pivoting at the wrist can be effective. Eye contact and facial expressions 
are critical in small group presentations because everyone can see you clearly. Nervous 
gestures (e.g. tapping your fingers on the table, clicking a pen repeatedly) are magnified 
in this setting.
• Gestures for a medium Group (7-40 people): Scale your gestures as the distance 
between you and the audience increases. Eye contact and facial expressions are 
important because the people in the front row will be able to see you clearly. Adjust 
hand and arm gestures so that they pivot from your elbows. Depending on the room 
layout, you may be able to incorporate some larger gestures with your upper body.
• Gestures for a large Group (40-100 people): Scale gestures out and away from your 
body. Magnify smaller gestures by holding them longer so that people have more time 
to see what you are doing. Exaggerate facial expressions if you want the audience to 
see them. 
•	 Gestures for a Huge Group (100+ people): Scale gestures to include full body 
gestures. Gestures with fingers, such as numerating the second point with two fingers, 
will be invisible to the majority of your audience. Although the majority of the audience 
will not notice expressions, you should continue to use them to help keep your voice 
varied. Consider using a video system to magnify and project your gestures to the 
audience. 
When not using your hands, relax them comfortably by your side. This will also make your 
gestures bigger and stronger when you bring up your hands for a gesture. 
Facial Expression 
Facial expressions are powerful and effective tools to help you illustrate a point. Facial 
expressions can readily demonstrate emotions such as love, joy, pain, sorrow, disgust and 
delight. Your facial expressions can enhance your spoken words or undermine them. 
Unfortunately, most presenters portray a grim, stoic expression when presenting. Unfreeze 
your face by starting your presentation with a smile. As you continue through the presentation, 
use facial expression to enhance the meaning of your words. For example, frown to invoke a 
sense of disapproval, raise an eyebrowto suggest an interesting point, wrinkle your noise to 
signal distaste or tighten your jaw to indicate anger.
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Stage/Speaking Area
When speaking from a stage, use the entire speaking area. Do not stay rooted in a single 
position. Move around but be sure to punctuate your movement with stillness. Avoid constant 
movement, such as swaying or pacing, which can be a distraction. 
The best time to move is when you transition to a new point. Move slowly for a large stage. If 
possible, do not turn your back on the audience when moving. Even if you have a microphone, 
turning your back on the audience risks losing their connection. Incorporate movement in your 
presentation by planning different positions on the stage.
The power position is the center of the stage and close to the audience. Use the physical 
space on the stage (or speaking area) to outline your presentation structure. For example, 
open in your power position. Move to your right (audience’s left) for your first point or start of 
the story. Move to the center for your second point or the middle of the story. Move to your 
left (audience’s right) for your final point or the end of the story. Return to the power position 
to summarize the presentation. 
Summary
As with figures of speech, keep your gestures simple. As a novice speaker, focus on controlling 
one or two nervous habits rather than integrating complex gestures into your presentation. 
As you become more comfortable presenting, your nervous gestures will decline and then 
you can focus on incorporating and orchestrating coordinated gestures into your presentation. 
An effective way to learn body language techniques is to watch successful speakers. Obtain 
videos and watch the videos with the sound off. This will help you notice how presenters use 
their body to illustrate points in the presentation. 
Remember that body language is not universal. Different cultures interpret body language 
differently. Understand your audience to insure your body language is appropriate for them. 
The meaning of a certain movement or gesture can have a different meaning in different 
cultures. 
 
i speak two languages, body and English.
 — mae West
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Intangibles
Body language, structure, appearance, delivery style, eye contact and figures of speech 
add enormous value to a presentation; however, you need authenticity, confidence and 
enthusiasm to present effectively. 
Authenticity
Being effective does not require you to be a perfect presenter. There are certain traits and 
characteristics that make a presentation effective; however, none of them are absolutes nor 
effective in all situations. One key to being an effective presenter is to be authentic.
Be authentic when giving your presentation. Be yourself. Good presenters are true to 
themselves. Your personal style is evident in everything you do from the way that you dress 
to the way that you speak. When you assume a persona for a presentation, it is much harder 
to maintain this persona at the same time as delivering your message. 
Think about your natural style. Are you dynamic, low-key, funny, serious, warm, energetic? 
Make a list identifying your strengths. Use these qualities in your presentation. Allow the quirky 
aspects of your personality to be part of your presentation style. If your quirky aspects are not 
suitable for public display or would be distracting in a presentation, work to minimize these 
attributes so that the audience can focus on your core message rather than your quirks.
Showcase your style. For example, introverts and extraverts 
have different ways of expressing their thoughts. Introverts 
often speak slowly, deliberately and thoughtfully. If you are 
an introvert, do not attempt to manufacture false excitement. 
Present on topics about which you are actually excited. 
Extraverts tend to be dynamic and outwardly focused. If you are an 
extravert, do not attempt to control your energy and present in a calm, soft manner.
Remember to be yourself. A good public speaker brings his own personality and unique 
perspective to the presentation. Express your individuality appropriately within the context 
of your environment. To communicate authentically:
• Be sincere
• Be conversational and casual
• Use short sentences
• Be honest and direct
• Use simple vocabulary with which you are comfortable
• Share appropriate, personal humor
• Speak in the first person
• Tell personal stories that provide glimpses into your life 
Being authentic 
means being you
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The key to being authentic is to identify your strengths and style and to adapt it to remove 
distracting mannerisms and to highlight your strengths. The idea is not to judge your 
presentation style, but to identify it. Remember: your greatest power is to be real.
Confidence
You can gain confidence through practice. Knowing your material and having an understand-
ing of the information, helps you to be confident. If you are presenting on an unfamiliar topic, 
research until you are comfortable with the information.
If you struggle to be confident when speaking, develop confidence through practice. Speak 
in front of smaller groups and gradually increase the size of the audience. Join a local Toastmas-
ters club and learn techniques to improve your communication skills and get the opportunity 
to practice in a supportive environment. 
Do not memorize your presentation. Rehearse your presentation sufficiently so that you are 
comfortable with the content and can improvise while presenting the information. You will 
sound more natural and confident when you can speak conversationally.
Think positively. If you tell yourself that you are going to fail, 
you probably will. Conversely, if you tell yourself that you will 
succeed, you will. Telling yourself that you will succeed will 
definitely boost your confidence. Visualization is a huge help in 
overcoming fear. If you can visualize it, you can do it.
Enthusiasm
A presentation lacks passion without enthusiasm. Enthusiasm and belief in your core message 
are more important than technical details in a presentation. You might be technically perfect. 
However, if you do not convey enthusiasm and passion for your subject, the audience will 
reflect your mood. The audience will feel the same level of enthusiasm and passion for the core 
message as you do. 
In a presentation, excitement about your subject will make your speech come alive. It will 
enable you to capture the attention of your audience making you more persuasive or motiva-
tional. Show enthusiasm at times in the presentation where you want to motivate, when you 
want to persuade and during the main points of the presentation. 
To build enthusiasm, as always, first consider your audience. 
• Why does the audience need to hear this? 
• In what unique way will they benefit? 
• How can you help them see the benefits? 
Show your excitement, your interest and your passion in your subject. Blind enthusiasm will 
make you appear fanatical so strive for a balanced presentation. If you are excited about every 
point you make, your enthusiasm will quickly use up the energy of your audience and tire them 
out. Focus your enthusiasm on your core message and key points, not every example and story 
in the presentation.
Whether you think 
you can or can’t, 
you’re right.
 — henry Ford
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The challenge in displaying enthusiasm is when you have to present on a mundane topic or to 
deliver bad news. For mundane topics, identify the positive impact the information will have 
on the audience. Sometimes, we assume a topicis mundane because we are too close to the 
information. Step back and look at the information from a new perspective. 
Sometimes you must present bad news such as poor financial data, plant closures or disasters. 
There is no need to project false enthusiasm and overemphasis the positive. 
Summary
“Incorporate natural enthusiasm, your authenticity and strong confidence into your presenta-
tions. These intangibles will help improve your presentation even if your voice, eye contact 
and gestures are not particularly strong.”
Some writers confuse authenticity, 
which they ought always to aim at, 
with originality, which they should 
never bother about.
 — W. h. Auden
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question & Answer (q&A) Session
Technical presentations generally have a Q&A session at the conclusion of the presentation. 
Questions are the interactive component of a presentation. The Q&A session gives you a 
chance to respond to the concerns of your audience, provides an opportunity to support your 
argument, reinforces your message and allows you to learn more about your audience. 
Preparation is necessary for the Q&A session. Anticipate and think through potential questions. 
What questions will result from your presentation? Using your audience analysis, identify 
what concerns the group might have. Make a list of potential questions, especially the tough 
questions. 
Prepare a response to each question and rehearse the response aloud. Through preparation 
and practice, you can avoid a surprised or frightened look when faced with a tough question. 
Instead, you will be able speak with calm and persuasive confidence.
During the Q&A session, the most important element is listen-
ing. Make sure you hear and understand the full question before 
answering. Ask for clarification if you do not understand. Do not 
preempt the questioner by answering before the question is fully 
stated. 
Repeat and/or rephrase the question so that everyone in the audience can hear the question 
and understand your response. By repeating the question, you gain additional time to 
evaluate the question and formulate a response. Repeating the question also serves to clarify 
your understanding. 
If you want to control which questions to discuss during the Q&A session, request the 
audience submit questions on 3x5 inch cards. This technique also allows you to insert your 
own questions that might add clarification to the topics you covered. 
If there are no questions, highlight a specific point in your presentation and ask the audience for 
their thoughts on the topic. What do they think? Do they agree with you? Do they have other 
opinions? 
Pause before answering each question, even those to which you know the answer. When 
answering a question, be straightforward. If you do not know the answer, simply state “I don’t 
know”. Offer to investigate the answer and provide a response to the questioner later. Stick to 
the facts and to what you know. Keep answers short, simple and concise. 
Have pencil and paper available to write down questions or ask someone to keep notes so you 
can properly follow up with the person who asked the question you could not answer. If you 
promise to get back to someone, do it.
If someone starts to dominate the Q&A session, respond to the first question or comment 
then move on to include other people in the interaction. Take another question from the same 
person only if no one else has a question and there is additional time in the Q&A session. You 
can also request that the person remain after the presentation to discuss his concerns in more 
details. 
listen. Repeat.
think. Reply.
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When someone challenges what you have said in your presentation, answer confidently with 
a loud, clear voice. Repeat your strongest assumption with confidence.
If a question is irrelevant, answer the question if it serves your interest. Keep your answer 
short. If you would gain nothing by answering, state that you want to keep the discussion 
focused on the subject. Quickly correct someone who incorrectly paraphrases a statement 
you made or asserts an assumption different from your point.
Think of the Q&A session as part of your presentation. Maintain eye contact with your 
questioner. Listen closely. Do not interrupt. Maintain a neutral stance. Refrain from nodding, 
which might indicate that you agree with the question. Pause before answering. Keep your 
focus on the questioner. Engage the entire audience when replying to the question. Conclude 
your answer with your eyes focused on someone else. If you return your focus to the 
questioner, that can invite another question from that same person. 
At the end of the Q&A session, conclude with your closing remarks and highlight your core 
message in two to three sentences. Conclude your presentation on your terms and with your 
core message, not an arbitrary question from the audience. 
 
 
no question is so difficult to answer as that to which the 
answer is obvious.
 —- Karl otto von Schonhausen Bismarck
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Practice
Practice helps you become familiar with your information. Familiarity brings confidence. 
When you practice, you want to learn the organization and order of your presentation but 
not memorize exact phrases.
Practice aloud. Mentally rehearsing a presentation is good; however, speaking and delivering 
the words are better. The mind is able to think much faster than you are able to speak. Practice 
aloud so you can accurately measure the length of the presentation. Practice aloud so you get 
a feel for articulating and pronouncing the words. Practice aloud to determine which phrases 
sound appropriate and which are awkward. 
Practicing aloud also helps you determine how many words you can comfortably say in a 
particular amount of time. Practicing aloud helps you to discover your energy level with your 
chosen topic. Record yourself practicing your presentation. Listen to how you speak, to your 
tone of voice and to your speed. Listen for UMs, AHs and other filler words. Adjust your 
presentation appropriately to correct for any components with which you are not satisfied. 
Watch your presentation without the sound to see if your gestures and facial expressions 
seem natural or stilted.
Practice in a setting as close to the actual environment as possible. If you will present in a large 
auditorium, try to practice at least once in a large auditorium. If you have visual aids, practice 
with your visual aids. If you are using a wireless tool to advance slides or a laser pointer, prac-
tice with these devices so you are comfortable with the technology.
Practice in front of a mirror. This will allow you to see your delivery. Also, practice in front of a 
live audience. An audience will help you with the interactive part of your actual presentation. 
You will also gain experience with eye contact, reading the audience’s reaction and timing your 
presentation. If you are speaking in front of a large group, start by practicing in front of a small 
group and then in front of larger groups as you get more comfortable.
Practice the entire presentation. Even if you make a mistake, continue through to the end of 
the presentation. If you stop and re-start each time you make a mistake, your presentation will 
receive uneven practice. Additionally, stopping and re-starting becomes a habit. You do not 
want to do this during your actual presentation. During your presentation, you need to be com-
fortable continuing even after you make a mistake.
Practice concepts, not exact words. A little spontaneity adds character to your presentation. 
Reading a script will sound monotonic and make it moredifficult to establish a connection 
with your audience. Memorizing a presentation verbatim can lead to increased anxiety. If you 
happen to lose your place, you will feel extremely anxious, thereby making it harder to get 
back on track. 
Practice helps with fluidity, timing and confidence. Practice also allows you to experiment with 
different voices, gestures or movements. Through continued practice, you will be confident 
and prepared.
Spontaneity is an infinite number of rehearsed possibilities.
 —- Peter Drucker
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Summary
Practiced speakers overcome anxiety through practice and preparation. They use voice, 
pauses, eye contact and body language to enhance the delivery of their presentations. 
Not all elements are necessary for an effective delivery. Work first to increase your confidence 
and then focus on incorporating visual color into your speeches through intangibles such as 
enthusiasm and tangibles such as strong eye contact.
By aligning tone of voice and body language to be congruent with the words in your 
presentation, you will deliver an effective, dynamic presentation. Your words and the content 
of the presentation are certainly important; however, you can add texture and emphasis 
with congruent vocal variety and body language.
With strong eye contact, vocal variety and engaging body language, you can deliver dynamic 
presentations to persuade, inform or share information. The next book, Technical Presentations 
Book 4: Supplements – Effective Visual Aids, will provide techniques to help you maximize the 
impact of your supporting material, slides and props.
 
 
Words represent your intellect. the sound, gesture 
and movement represent your feelings. 
 — Patricia Fipp
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Appendix A: Body language Examples
The following emotions or characteristics are typically associated with the corresponding 
non-verbal behavior.
non-VERBAl BEHAVioR intERPREtAtion
Controlled movement Confidence, emphasis
Pacing, leaning, weight on single foot Nervousness
Standing tall, weight evenly distributed on both feet Confidence
Standing with hands on hips Readiness, aggression, authority
Arms crossed on chest Defensiveness
Clenched fists Aggression
Fidgeting with objects Nervousness
Leaning in towards audience Interest, comfort
Looking at your watch Boredom
No eye contact Nervous, lying
Rubbing hands Anticipation, nervousness
Open palm Sincerity, openness, innocence
Tapping or drumming fingers Impatience
Steepled fingers Authoritative
Patting/fondling hair Lack of self-confidence; insecurity
Nodding Interest, agreement, understanding
Stroking chin Trying to make a decision
Looking down, face turned away Nervousness
Biting nails Insecurity, nervousness
Pulling or tugging at ear Indecision
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 Bibliography
“Albert Mehrabian.” Wikipedia. 31 July 2010. Web. 2 August 2010.
Daniels, Nancy. “The Power of the Pause.” Voice Dynamics. 16 October 2008. Web. 25 August 
2010.
Dlugan, Andrew. “Delivery Techniques.” Six Minutes. 28 February 2008. Web. 31 December 
2009.
Marshall, Lisa. “Effective & Authentic Communication.” Quick and Dirty Tips. 25 September 
2009. Web. 20 July 2010.
Miller, Fred. ‘No Sweat’ Public Speaking. 2010. Web. 11 August 2010.
Mitchell, Olivia. “9 Ways to Use Space in Your Presentation.” Speaking about Presenting. 
November 2008. Web. 3 August 2010.
“Quick and Easy Effective Tips for Using Pauses.” write-out-loud.com. 2006-10. Web. 5 August 
2010. 
“Questions, Anyone?” The Total Communicator. Winter, 2005. Web. 5 August 2010. 
Write Out Loud. 2006-2010. Web. 5 August 2010.
 
 
 
 
 
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Acknowledgements
Thank you, Alex. I appreciate your encouragement and support.
Dad and Mom, thank you for all that you have taught me. 
Thank you, Bob. I am grateful to you for sharing ideas and editing.
I am grateful to the many Toastmasters’ members who have helped me improve my presenta-
tion skills and have inspired me to incorporate feedback to achieve excellence. 
I am grateful to Georgia Stelluto, IEEE-USA Publishing Manager, for encouraging and editing 
this book.
 
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About The Author 
Nita Patel, PE, PMP, DTM, is a practicing systems/software engineer and an active IEEE and 
Toastmasters International volunteer. Nita is a Distinguished Toastmaster, the highest level 
of certification in Toastmasters, and typically presents thirty to forty speeches each year. She 
received her BSEE, BS Mathematics and MSCpE degrees from Southern Methodist University, 
Dallas, TX. You can reach Nita at nita.patel@ieee.org.
 
2001 L Street, NW, Suite 700 • Washington, D.C. 20036-5104
+1 202 785 0017 • www.ieeeusa.org 
www.ieeeusa.org/communications/ebooks