The Structure of a Speech

Opening or Introduction

When you are introduced to a person what do you tell them? Generally just your name. Why? Because it is only an introduction. You would not tell them your date of birth, your bank details or any other personal information.

So it is with speaking. The introduction must be short because, it is only an introduction. You tell your audience what you are going to tell them.

Your intro is your first chance to make a good first impression. If you lose them in the intro it may be hard to get them back.

You must give the audience a compelling reason to listen to you. It must be captivating.

In opening the speech you want to achieve two objectives. One is to gain the attention of the audience and the other is to orientate the audience. In other words let them know where you are coming from. Maybe it's a political perspective or a spiritual approach or sociological view.

It is important to know exactly what you are going to say. Although I never recommend memorizing a speech the exception is the introduction. By knowing your opening line you will reduce the fear of getting started. A natural transition will then follow into the body of the speech.

It may be developed in one of the following ways:

Be unpredictable so that you will not be like everybody else.
Use a statement that excites attention, arouses curiosity, surprises the audience, or is particularly informative.
Introduce your subject in your first line; let your audience know that you are going to speak to them about something that is vital to their interests.
Tell a short human-interest story preferably about yourself.
Tell a humorous story, but it must be related to the subject.
Paint a picture by giving an illustration.
Use a chart, map, picture or slide or some other exhibit.
Ask a thought-provoking rhetorical question.
Quote a startling statistic funny or serious.
Refer to a current event either at a local or national level.
Recite a short piece of poetry or ditty.
Give a quotation from a famous or infamous person.
Give a quotation from a great piece of literature.
You may state in your intro you will discuss three or four points relating to the subject.
You may even inform the audience of what you will not be speaking about.
Make reference to a time, an occasion, a recent incident, a place or special interests that your audience will relate to.
Refer to what the preceding speaker said by explaining how your subject compliments the earlier speech or how you will be presenting a different aspect of it.
Explain how the subject is going to be developed.
Supply your audience with background information on the events leading up to your speech.

How to Kill your Introduction.

Start late.

I attended a breakfast session where a rather prominent speaker had been engaged to speak on a business topic. She had not been to this venue before and arrived late .Her opening comments was an explanation of how she got lost. Followed by a request for a cup of tea. She then spilt the tea. As if that was not enough during the whole introduction the lights were not working behind the podium. The management of the venue then sent two employees to change the lights while she was speaking. This was not an auspicious opening for her address.
Begin with an unrelated or inappropriate story.

If you begin with an unrelated or inappropriate story the audience is left guessing and thinking what has this got to do with the subject.
Start with an apology

A good one is I did not have enough time to prepare this speech so I hope you'll bare with me. If you start with an apology it may in fact be telling them something that they're not aware of so why bring it to their notice. In another way depending on what the apology is it may in reality be an insult. With this apology you are informing your audience that this speech was not important enough to find the necessary time to prepare for it. Speakers that offer an apology in the introduction do so in the hope that they will be forgiven for their inadequate preparation.
Take a long time to tell them what you are going to speak about.
Rambling or waffle is certainly a way to kill an introduction.
Keeps your audience guessing?
Let the audience know that you are tense, nervous, and uncomfortable.
Do not make any eye contact.
You can do this by looking at your notes or at the back wall
Scan the audience without making eye contact this will guarantee the little or no connection
Never smile.
Start with equipment failure
A broken globe is always a good start.
Use a trick question. Trick questions are always good because you can show how clever you are and how little your audience knows.
Be predictable, like thanking the person who introduced you or the organisation for inviting you to speak.
Tell a joke that flops. Forget the punch line or tell an inappropriate story that will embarrass your audience.
Be ambiguous this will confuse the audience.

The Body of the Speech

The body is the substance of the speech.

It must have all the ingredients required to substantiate your introduction.

This is the part of the speech where you must become the wordsmith. The orator paints a picture with words.

In this part of the speech you show that you have knowledge rather than information about your subject.

Avoid generalities, ambiguities and abstractions.

You may include facts, figures and illustrations.

One caution unless you are speaking to statisticians, accountants or actuaries, most people only have the capacity to understand a few well chosen statistics.

Generally figures are boring and using them will bog you and your audience down.

Your ideas must flow in a logical sequence taking your listener from one level to the next.

If you are trying to convince the audience of a proposition or trying to sell an idea or concept always begin with subject matter where there is agreement and then build upon this agreement.

Always present your material in an informative manner.

Never argue but explain.

If you have stated in your introduction that your speech will contain seven ways, three principals or four concepts these should be identified to your audience for example, I will now discus the third principle.

Ask a rhetorical question i.e. one that you do not expect a reply, but one that people will think about. In this manner you will keep your audience in touch with the threads of your address

Questions like what would happen if, how would you feel, or what would your judgment be, was this the right approach to take.

Ask questions and then supply the answers, make sure that your questions and answers have substance and are well thought out. People do not like shallow or superficial questions.

Stories are vital in the body, and will keep people interested.

Never make a point without telling a story.

By telling personal stories and experiences you will set yourself apart as a speaker.

Quotations in appropriate places will add authority to your remarks.

One-liners will make your speech sparkle.

The climax of your speech should be reached during the body.

The Conclusion

Your ending must be powerful because people will remember what you said last, last words linger.

The conclusion is where you tell them what you have told them.

It should come close after the climax of your speech.

By the end of your speech (all things being equal) your audience will have warmed to you. This is the best time to issue a challenge, something to change behavior and related to your speech.

You may end your speech by summarizing the major points this will help to cement them in the attendees mind.

Use a final quotation that draws the speech to a conclusion it may even be the quotation that you started with.

When you are finished you are finished, do not wind down by thanking this person or that person this will destroy the impact of your address.

You may want to flag your ending by saying: In conclusion

When there is a question and answer period what you do is finish your speech without the conclusion. Then have your question and answer period when that is finished then give your summary and conclusion to your address.

Strive for an ending that is unpredictable.

Never introduce new material in the conclusion even if you have forgot a number of points. It is unlikely any one will know.

Make it a rule never go overtime, finish on time. This shows good manners to the meeting planner and to other speakers that will follow you.

Question Time

When being asked question if you feel the audience has not heard it repeat the question to the audience before giving the answer.

Let the person asking the question finish before you answer the question.

Never end your speaking assignment with question time.

Allow a few minutes after question time to summaries the questions and answers and to recapture the major points of your address.

At some point either at the beginning or early in your talk let the audience know that there will be time for questions at the end.

Look directly at the person who is asking the question.

Concentrate on what is being asked, you will not give the correct answer if you did not hear and understand the question.

If the question is lengthy you may want to jot down the major points.

Do not ask them if you've answered their question that is unless you want to get bogged down.

Let them know that if they require further information they can talk to you after the meeting.

Let the audience know that there is time for one more question, be decisive so that the meeting will not ramble.

Always allow yourself time for your conclusion.

Never take offence at any question that is being asked even if you think you're being personally targeted.

Let people disagree with your conclusions, they have that right.

Rehearsing a Speech

Prepare your material in the form of an outline or note cards containing only key words. Poems, quotes, to be read or quoted exactly may be written out. If you know your subject well most of your ideas need only a word or two to jog your memory.

Go through the talk in your mind seeing how many ideas you can remember without using your notes.
Read your notes again, paying special attention to the parts you have trouble remembering.
Give the talk orally to yourself in front of a mirror.
Imagine an audience. Speak to the whole group by shifting your gaze and attention from one part of the room to another as you would with an audience.
Give the talk to your friends or parents and others in your family.
Use an acronym to assist your memory, for example if you were giving a speech on “Characteristics of Successful People” an acronym could be “CAT” (Courage, Attitude, Tenacity). This word acts as a memory hook.
Give your talk into a tape recorder then listen to it.

How to Avoid Nervousness

There is no doubt that public speaking is considered to be a frightening experience. People would prefer to do all kinds of things rather than speaking in public. This kind of fear is purely psychological and can be overcome.

There is a quote that says if you are prepared you need not fear. The best advice that can be given on how to overcome the fear of public speaking is to be properly prepared.

If you know you're subject intimately, if you know your subject better than anybody in the audience then what is there to fear. You are the expert and people want to listen to you.

If there is one part of your speech you should memorise, it should be your introduction. By knowing your introduction it will naturally lead you into the body of your speech. Most of your nervousness is experienced prior to and at the beginning of your speech. By the time you get into the body nervousness reduces.

Always remember that you will feel more nervous than what your audience can see.

Do not make any reference to your nervousness many people will not even notice it so why confirm it by telling them.

Contrary to what some people think most of the audience is on your side. They want you to succeed otherwise they would not be investing their time and energy to be in attendance.

Before speaking say to yourself with energy, this is going to be the best speech I have ever given.

For the Seminar Leader

Preparation.

To be an effective discussion leader you must be totally familiar with the material that is being presented. Your preparation will determine your confidence and effectiveness. If you are not prepared people will question your credibility.

Within the parameters of the discussion encourage it to be free flowing. Try to promote humour and laughter wherever possible. This will have the effect of relaxing the attendees so that more involvement can be expected.

Always congratulate attendees when they ask questions. You might say something like, Patricia that is an excellent question. By doing this you will encourage further discussion.

Focus

Focus on the questions asked and the answers that are given.
From these answers you will be able to direct the discussion in the way you want it to go.
By focusing on the answers you may be able to investigate other relevant issues and assess the level of understanding of the attendees
In the assessment process there is another important element that needs to be considered, that is you can tell how much a person knows not by the answers they give but by the questions they ask.
You cannot ask a question on something you have no knowledge of. Therefore listen very carefully to the questions that people ask because that will give you an indication of what they know and at what level you should answer the question

Creating the Environment for Panel Discussions

In choosing a facility for a panel discussion make sure that the environment is comfortable, that the heating or the cooling is adequate for all.
Post discussion related quotes ideas or themes on the walls around the room.
The seating should be comfortable with provisions being made for the disabled.
The way the seating is arranged will have much to do with the success of the discussion but at the very least all should have a good view of the panelists.
Make sure that the room is organised in such a fashion so that those who come in late will not disrupt the meeting
On the table of the panelists make sure that each person has their name clearly printed on a card that all can see.
This is important for the attendees to know the names of the panelists and as a facilitator you want to be able to quickly direct your questions to the name of the person on the panel

Meeting Facilitation Tips

Invite attendees to write and submit one question they want answered about the topic before the session.
Give a copy of these questions to the panelists
Choose your panelists carefully.
The panel discussion will only be as good as those who are on the panel therefore it is important to choose those panelists who are well-prepared and have an intimate knowledge of the subject.
Make sure the panelists are properly prepared by providing them with the necessary information well prior to the event.
Set the tone of the presentation by informing the audience of the topic to be discussed and its relevance to their professional or personal life.
When leading the discussion, stand in the same position e.g. at the center of the front. When you want the panel to lead the discussion, sit or stand to the side of the room. When you change positions it sends a message to the group what your intentions are and helps you maintain control.
Explain to the attendees the guidelines or procedures that will be used during the panel discussion.
For example any questions that an attendee may wish to ask must be approved through the facilitator.
This will give the facilitator control over the meeting and the direction it will take.
It will also allow the facilitator to choose what attendees they want to ask questions therefore it won't be the same few people asking all questions.
Remember if you are the facilitator you must be well versed in the subject.
The level of your confidence will be in proportion to your knowledge about the subject.
Always introduce each member of the panel by giving their name background qualifications and interest in this subject.
This will warm the audience up and give them a reason to be attentive.
As the facilitator it is your role to commence the panel discussion.
The question you ask must be thought provoking it must challenge the ideas of the attendees it may be controversial but its purpose must be to quickly catapult the discussion into the direction you want it to go.
As the facilitator you should know what you are trying to achieve therefore you must skillfully direct the discussion into the areas that you want it to go i.e. to remain focused on the problem at hand.
If the discussion wanders you may need to remind the attendees of the objective of the discussion
If their questions are off track always complement and thank them for their questions and tell that the question falls outside of the objectives and will need to be discussed at another time.
If the discussion is floundering then as the facilitator ask some thought provoking questions to the panelists

Ending a Session

During the panel discussion make a series of points that can be used to summarise and conclude the meeting.
These should be the most important points that have come from the panelists as well as the attendees.
In this regard I would recommend that you use their name thereby increasing their credibility among their peer group.
For example you could say John made this relevant point that we could all implement.
Where possible quote John verbatim.
It may be, Julie raised this interesting question of which our panelist Karen answered by making these three points.
Ask each person to tell of one thing they have learned in the session.
Ask each person to share one action they can apply in the next week as a result of the panel discussion.
Always thank the panelists by name and the attendees for their contributions to such a successful discussion.
As the facilitator always start the applause by clapping and the attendees will then follow.

If you follow the ideas presented you will facilitate great panel discussions. If you need help or have any questions the Oracle Speaker is always available and can be contacted on the numbers at this website.

Asking Meaningful Questions

When you propose a question you use key words to make your question meaningful eg can you explain the relationship between hard work and success?

The following words will help you frame your questions effectivly:

Explain
This requires the attendee to understand causes and effects.
Outline
This requires the ability to synthesize and then highlite the most important points in the topic.
Define
This requires judgment to establish the important and unique qualities of a topic, item, or issue.
Compare
This requires analytical skills to make a comparison of similarities or significant differences.
Illustrate
This requires the ability to find examples that illustrate the point.
Trace
This requires a step-by-step description or analysis of the subject.
Amplify
This requires the person to make deductions from a base of knowledge or to further explain the topic.
Why what where when who and how can be used to begin meaningful questions.

Avoid the Following

Avoid questions that are so simple your audience will not answer them
Do not ask trick questions.
Unless you have a specific purpose avoid questions that only require a yes /no answer.
Questions that are beyond the ability of your student to answer.
Do not tell attendees that they are wrong instead say something like, maybe there is another way of looking at it then suggest the correct answer.
Always give credit or praise for the question or the answer. This is the key to interaction and a non-threatening environment

Using Visual aids

A visual aid can almost be anything however its prime objective is to assist the presenter, but not to be the presenter. Death by Power Point is when Power Point has become the presenter
Electronic facilities assist us with our presentation however a few words of advice would be worthwhile.
If you are presenting to a large conference then in many cases they will have people employed that by professionals to manage this aspect of the conference. Your involvement will be somewhat limited. This however does not excuse you for not having some basic idea how this will compliment your presentation.
If the audience is small it is likely that your responsibility will be greater.
The first rule is what ever can go wrong will go wrong therefore it is your responsibility to check and double what ever you are going to use.
Set everything up prior to the commencement.
Allow time so that should anything go wrong you've got time to fix it.
Learn how to handle the basics like changing a bulb in a projector.
Where possible use your own equipment this is possibly one of a few guarantees that is going to work.
Whatever material you are going to use as a visual aid know it intimately after all it will only be as good as the person presenting it.
Unless everybody can see it, do not use it. It is of little value to have a map that only the first few people can see.
Unless the visual aid is of good quality then don't use it. It will detract from your recantation.
When you have finished using an electronic aid, turn it off. Do not leave it turned on to compete with you.