Wired Presentations

Disclaimer: This post is about recording Camtasia videos. I am not suggesting that you pack slides with text and then read them to an audience during a live presentation (also a terrible idea when using Camtasia).

You will hear lots of people say “You should NEVER read a presentation!” They say this because most people sound like they are reading when they do this. Are there any times when you should violate this Sacred Presentation Rule?

The answer is a resounding YES! In fact, there are some times when you will be required to read your speech.

My previous day job required me to produce Camtasia videos . These videos were recorded lectures and software demos. Federal law (Section 508) requires a transcript so that meant that either I had to write a transcript of what was said or I had to read from a script.

I thought about it for a while, experimented with multiple ways of creating videos and decided that writing a script and reading it was the way to go. At first the going was rough. I sounded like I was reading and that is is not good. As I practiced a funny thing happened — I quit sounding like I was reading and the content was much better than if I had simply started talking.

Here are a few hints that will help you learn to read aloud without sounding like you are reading.

You have to write for the spoken word. It was a surprise to discover that I could write something that I could not read aloud. This mostly involved cryptic SAS or Teradata options. It was impossible for me to say them one after the other. I had a reviewer tell me that he had a hard time listening understanding the narration when this occured. This was a good lesson to learn. The solution is to rewrite so that you can actually read the script.

Writing helps you focus on the point you are trying to make. Writing and reading allows you to avoid tangents. When you are making a point anything that competes for attention is going to distract and confuse your viewers. My videos are used as training so that would be the “kiss of death.” Make it easy for them to understand and remember your point. Remember, make it obvious!

Practice! This one isn’t fun but it is required. If you don’t practice you will never get this right. If you are using Camtasia to produce your videos then you can use it for practice. You can also use a voice recorder or phone. Read something and record your voice. Listen to it. Make notes on one or two areas for improvement. Read some more and focus on those areas. Repeat until you are happy with the results.

Accept the FACT that you aren’t going to make a great recording on your first take. I had a guy ask me to help him with a Camtasia recording one day. I explained the workflow that I use and when I got to the “Practice” portion he explained that he was great at reading aloud and could do it in one take. I told him that one take wasn’t a reasonable goal. He then told me that it would be OK because he used to work in radio. Long story short — he sucked and people noticed it. No one is above practice! Expecting great results on the first take is unreasonable.

Record each slide individually and then piece them together when using Camtasia. You need to play with your specific workflow but I create my slides and then save them as images using PowerPoint. I import the images and then narrate over them. I alwo record my software demos and then narrate over them at a later time. You don’t have to do it this way. It just works best for me.

Use the notes section in PowerPoint. I use the notes section for my script. I make sure to never record more text than will fit on a printed page (slide and notes). If you really need more than that you can make a copy of the slide and put additional text there. You want to keep the individual recording manageable. Using the notes section keeps your script with your slides. If you are doing software demos then you may want to use screen shots and text to document them. I use Microsoft Word for this but you can use whatever you like.

Learning to read without sounding like you are reading will help your live presentations. I am not talking about reading while you are presenting live here. If you want to learn to vary your voice and add excitement to your live presentations then you should learn to read without sounding like you’re reading. In Toastmasters this is called “vocal variety.” The practice sessions help you develop vocal variety.

These ideas will help you with pod casting as well. Adding excitement and variety to your voice will help you engage your audience. Plus, done properly you won’t sound like you’re reading. Give it a try; I think that you will be glad you did.

It is very easy to write something that is impossible to say out loud!

I learned this by writing and recording scripts for video presentations (Camtasia). The presentations that I do have narration over slides and software demos. It’s not TV.

Here is how I handle it. First, just write the script for each slide. I use the notes section in PowerPoint for this. You do use the notes section in PowerPoint don’t you? If not, you should.

The next thing I do is read it out loud. If you read it silently you won’t know how hard it is to say it. Edit the dialog for that particular slide until you are satisfied. Move onto the next slide and repeat.

You would think that that would be enough, but it isn’t. Once you have all your slides and scripts ready you need to fire-up your recording tool. Load your slides and record your script. Hitting that record button makes it real. If you have trouble reading portions of the script then rewrite. Repeat this until you make it through your presentation.

Listen to the recording

Here is the hard part: now you need to listen to the recording. Expect to do a lot of starting, stopping and rewinding. As you find dialog that you don’t like rewrite it. The pause button is your friend.

Once you are satisified that it is passable have a friend, someone who will tell you the truth, listen to it and give you feedback.

Listen to the feed back. Take notes. Listen to the recording again with those comments in mind. If you need to make changes then make them and repeat the recording process.

The trick is to sound like you are carrying on a conversation and not reading a script. It is harder than it sounds. Pretend that you are an actor. Use your voice to convey emotion. This applies even if you are talking about Teradata;) In fact, your voice is really important. Learn to use it well.

If you are interested in giving this a try you can download the recording software the Internet. At work we use Camtasia. I like it a lot but it does cost $299 (you can get a 30 demo license for free).

For you Toastmasters out there — one day spent doing this will teach you a great deal about using your voice and pausing. I bet you learn more in two days than you will in 20 club speeches. Give it a shot and let me know if I am wrong.

PS: Why do I write out exactly what I am going to say? Two reasons.

One: It makes the recording task easier and I can really focus on how I say things.

Two: The videos that I do are sold and must have exact transcripts. This is to comply with federal handicap access laws. I find it easier to do the transcripts before I record.