Tag Archives: Preparing A Speech

How to Prepare the Room for Your Speech or Presentation

Think about the time invested in preparing a great speech: research, organization, practice, preparing a slide presentation, etc. Now, imagine neglecting the last preparation step by not allowing time to prepare the facility when you’ll give your speech.

Your presentation is scheduled for 10:00 a.m. You blast into the room —with the audience already there— at 9:58 a.m. and proceed to set up your notes and equipment.

Ten minutes later, you’re fiddling with cables trying to connect the projector to you laptop. You haven’t booted up yet. It’s powered by Windows, so we know we have another ten-minute wait while it starts.

By this point, you’ve pretty much lost your audience.

Make sure that you spend enough time in the presentation room before your speech begins. Don’t let unforeseen circumstances put a damper on your speech. Get the details of the location where you will deliver your speech ahead of time.

Before leaving
  1. Make sure you have all the material you need: notes, files, handouts, USB stick, projector, etc.
  2. Double check your equipment. Make sure it’s working.
  3. Bring extra hardware as practical. Have two memory sticks, with the presentation file. Throw in an extension cord and extra connector cables for your tech. hardware.
  4. Make sure you have directions to your location, so you can get there early.
At the location
  1. Arrive early. At minimum, you need time to get your material ready. Better yet, be there early enough to set up and then greet audience members as they arrive. You can help build rapport with the audience by spending a few minutes chatting with them.
  2. Check the set-up. Can everybody see the speaker and presentation clearly? If possible, arrange the chairs and tables in a configuration that works for you.
  3. Make sure that the room is comfortable. Is it too hot or cold? Can you adjust the temperature?
  4. Set-up any electronic equipment you are using and test it to make sure it’s working properly and can be seen easily.
  5. Make sure the cables and cords are run in a safe manner. A roll of masking tape is helpful for keeping the cable out of the path of audience members.
  6. If the venue is providing the equipment, take a few minutes to make sure you know how to operate it.
  7. Test the microphone and sound system, standing where you’ll be using them.

Preparation at every stage of the process leads to a successful speech or presentation.

4 Key Tips for Preparing a Speech

If you want your speech to be lively and appealing, these are four key steps you need to apply as you prepare your speech. If you write a speech before delivering, use these four tips as a part of editing your first draft. If you prefer to speak from an outline, practice your talk keeping these principles in mind.

1.  Use Short Words

People find short words easier to understand than long words; especially when spoken. Short words can carry more force in a statement. Even Shakespeare knew the benefit of short words: “Out, out damned spot.” “I come to bury Ceaser, not to praise him.” “Alas poor Yorick, I knew him, Horatio.”

For the most part, use words you would use in everyday conversation. Review your draft and replace as many long words as you can, with short words.

2. Use Short Sentences

Short sentences have the same effect on understanding as short words. Make your sentences short and to the point.

This is generally easy to fix. After preparing a draft of your speech, go back and break the long sentences into shorter parts.

3. Use Personal Words

Words such as: you, me I, they, we will make a talk more direct and add some informality. Audiences respond to the personal much better. They want to know how what you are saying applies to them.

Instead of asking in general, “How would a person respond?” make it specific. Ask, “How would you respond?”

4. Save the Humour for the End

No, not the end of the speech, but the end of the preparation. Unless you’re performing stand-up comedy, the jokes are secondary to your speech. I’ve listened to too many speeches where the jokes did not support the point of the talk. They seemed to be thrown in because somewhere along the line, the speaker heard, “good speakers tell jokes.”

Make sure that you have laid the foundation of your speech and are covering all you need to say. Then, go back and add any appropriate humour to enhance your presentation.

Four simple keys. Apply them as you prepare and edit your speech and you find audiences keen to listen to what you have to say.

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How to Write a Speech

Photo credit: pierret_christian


Writing your speech is a good idea.

I don’t mean writing a speech for the sake of writing one, but rather, if you have to give a speech, it is best to write it out. There are few speakers who are able to give a speech off-the-cuff without adequate preparation.

Mark Twain said he ‘never could make a good impromptu speech without several hours to prepare it.’

There are several reasons for writing out a speech:

  • To ensure a consistent message through the speech
  • To measure timing and pace
  • To aid in the organization and flow
  • To better coordinate the use of visual aids
  • To have a consistent source of material from which to practice
  • To increase confidence when giving the speech

So here you are, you have a blank page in front of you, where do you go from here? In a previous post, I gave an outline template for writing a speech, based on the Aristotelian model. Using that basic outline, start writing. Don’t worry about length. Try and capture everything you think you need to say.

Once you’ve got it all down, then you go back and edit, and edit, and edit, and… Often, a good public speaker will be making small, last-minute edits, while waiting to be introduced to the audience.

Some do’s and dont’s when writing a speech:

  • Do use simple direct words
  • Do write in your own voice
  • Do write to be heard, not read
  • Don’t use words you can’t pronounce
  • Don’t use jargon, useless speaking to a specialized group
  • Do use impact words
  • Do use nouns rather than pronouns
  • Do put things in the positive (unlike parts of this list)
  • Don’t use the passive voice – Do use the active voice
  • Don’t use too many modifiers

The opening

In one sense, the audience is with you before you start speaking. They have chosen to be there. They want to hear what you have to say. Make sure you don’t lose them with your first words. When writing a speech the introduction is as important as the body of your speech. The first 30 seconds of your speech must grab your audience.

Develop Your Points

You will need to decide on how many points you use to support your main topic. The average number of points in a speech is three. But if your time is less than ten minutes, you may have time for only one or two points. Likewise, if your speech is longer than thirty minutes you need to add more points. The decision is up to you. But remember don’t cut the closing, it is far more important than the points.

Once you have determined which points you are going to use, write a paragraph dealing with each point. You should use facts, statistics and stories to develop your content. The best speech will use a combination of stories with facts or stories with statistics. A speech with only facts and statistics will be dry and boring. Don’t let that happen to you.


When writing a speech you want to present material in a way that is easily understood. Saying, “we shipped 30% more orders this year over last year,” is more precise than saying, “this year has seen an increase in orders.”

This doesn’t apply just to informing, but is important to motivation or a call to action. If your goal is tomotivate your sales staff, “we need to increase sales by 2,000 units per quarter,” is much more effective than, “we need to sell more.”

Beyond that, you also need to make sure what you say will not be misunderstood. Review your material for clarity. Build clear and sensible transitions from one thought to the next.

The conlucsion

Begin writing your ending by identifying the call to action. What is it that you wish to leave your audience with: Is it to motivate or inspire; To persuade them to adapt a certain point of view; Tocelebrate a person or event?

Restate your main points, but don’t repeat them

For example:

  • “I asked earlier why we should care about the rain forest. Now I hope it’s clear that . . .”
  • “Remember how Mrs. Smith couldn’t afford her prescriptions? Under our plan, . . .”

Call to action

Unless a speech is merely to inform, the should be an appeal for the audience to take action based on their new knowledge or understanding. If you do this, be sure the action you recommend is specific and realistic. For example, although your audience may not be able to affect foreign policy directly, they can vote or work for candidates whose foreign policy views they support. Relating the purpose of your speech to their lives not only creates a connection with your audience, but also reiterates the importance of your topic to them in particular or “the bigger picture.”

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