Preparing Your Speech or Presentation

Preparation and practice are the keys to successful public speaking. Honestly, if you’re well prepared and rehearsed, you’ll be fine whatever happens. Yes, whatever happens! (See Delivery.)

So how do you prepare for making a speech or presentation? There are two aspects to this: preparing what you want to say and preparing the environment in which you’re going to speak.

How to prepare a speech or presentation

Before you start composing your talk, ask yourself the following questions:

• What is the purpose of your speech or presentation? Are you aiming primarily to persuade, entertain or inform?
• Who is your audience? The size and demographic of your audience, and your relationship to them, will affect the type of language you use and how formal you need to be. Think about their existing knowledge of your subject and pitch your presentation so that you neither patronise nor bamboozle them.
• How long are you going to speak for? Be realistic about how much you can convey in the allotted time. Don’t try to pack too much in or you’ll end up rushing it or having to leave some out – but don’t rely on questions and feedback to pad out a too-short speech either.

With the answers to these questions in mind, make detailed notes of what you want to say. You don’t have to write out a full script but there is no harm in doing so if it gives you more confidence.

If you’re making the sort of speech where it’s appropriate and desirable to stand out from the crowd, try thinking outside the box and finding a novel approach.

For example, when my language school was given the opportunity to give a short talk (one of three) at a networking lunch, I asked one of our students to help me. He took the first few minutes of our slot, as a testimonial to what our school could offer. This born-and-bred Mancunion spoke confidently and accurately in Italian and we projected subtitles on to a screen. By the time I got up to tell them how they too could one day speak a foreign language as well as this, the audience was really listening.

Although it is not hard and fast, the rule of three is quite a useful one to bear in mind. It says you should divide your speech into three sections – introduction, middle and conclusion – and this is definitely good advice. It goes on to say you should make three points in each section and this is not always possible without it becoming too contrived. However, in general terms, three is a number that people relate to psychologically and it does make a good rhythm for a speech. If three is not enough, odd numbers of points (up to ten) tend to be more memorable than even.

In the introduction, then, you establish the ground rules and explain anything that needs to be explained up front. If you’re going to be speaking for a long time, it’s a good idea to give people an indication of how you’re going to play it – for example, if there’s going to be a break in the middle. Also, if it’s that sort of speech, are you happy for people to interrupt and ask questions as you go along or do you want them to wait till you’ve finished? People like to know what to expect, so tell them.

In the introduction, you tell them what you’re going to say. In the main body, you tell them. In the conclusion, you tell them what you have said. Repetition fixes your message in the minds of your audience. Repetition fixes your message in the minds of your audience. (OK, you need to be subtler than this!)

Once you’ve got a draft of what you want to say, look through it and check there is nothing superfluous in there – a good speech is concise and focused. Check also that you’ve got your points in a logical order that flows smoothly and, if possible, builds to a climax.

Then say your speech out loud to yourself and see how it sounds. Speaking is different from writing and listening is different from reading. Prose that works marvellously on the page may be difficult to say, so it is vital you speak your draft aloud.

When it comes to delivery, you don’t want to be reading your speech; you want to say it, as far as possible, as if you’re speaking spontaneously. Reading and reciting do not engage the audience but truly spontaneous speaking is not only a risk, it will always be less tight and effective than if you’ve rehearsed it.

The holy grail of public speaking is rehearsed spontaneity.

If you achieve this, you'll be set as a fantastic speaker for the rest of your life!

Use of visual aids and interactivity

Using PowerPoint or a similar programme to project slides, or showing diagrams/charts on prepared flipchart pages, can be a great help. Giving your audience something to look at besides yourself can reinforce your message, by conveying it visually as well as verbally. As a side-benefit to nervous presenters, it takes the heat off you by focusing attention on the image - but remember that visual aids are just that, aids, to support, not replace, the speaker.

Do make sure your images are clear, uncluttered and easy to understand. A picture may speak a thousand words but is it saying what you want the audience to hear? If your slides have text on them, keep it brief and punchy.

Technologically-advanced visual aids are not necessarily better than the old-fashioned variety. A whiteboard or flipchart can be just as useful and effective as snazzy slides. It's how you use them that matters.

If it’s appropriate, get your audience involved and active. Particularly if your purpose is to inform, remember that people learn best by doing rather than just listening.

If you do get the audience participating, you’ve got to remain in control of events. Don’t let anyone speak too long from the floor or small-group activities dissolve into chats. You’re in charge and people will expect you to direct proceedings, so don’t be afraid to do so.

At the preparation stage, build in extra time if you’re going to make your session interactive and prepare yourself mentally to be a strong-but-encouraging leader/chairperson.

How to prepare the environment for a successful speech or presentation

Find out as much as you can in advance about the circumstances in which you are going to be speaking. For example, is someone going to introduce you or do you need to introduce yourself? Are you going to need a microphone and, if so, do you need to bring your own? Take nothing for granted!

Arrive at the venue an hour or more early, to give yourself time to check everything is in order. If you’re using PowerPoint or any other technology, set it up and run through it long before you’re due to start and make sure it all works. If it doesn’t and it can’t be fixed, you should have a back-up plan up your sleeve, such as paper hand-outs (you can bring a master and photocopy it only if the need arises) or flipcharts.

Look at the seating layout. If it doesn’t suit your purposes, see if you can change it. A horseshoe formation is generally more conducive to interaction than are rows of chairs all facing the front.