Handling Questions

How you handle questions from an audience can often be the deciding factor as to how your presentation is received. If you’re pitching for business, then it’s absolutely vital to handle questions well.

1. Be prepared for questions – When you write your presentation, think about what you’re likely to be asked and what your answer is going to be. Maybe you won’t want to answer a particular question there and then, so think about what you’ll say to satisfy the questioner.

2. Make it clear at the start – You may decide to take questions as you go or at the end of your presentation. Whatever you decide, make it clear at the start and don’t change your mind. I would suggest questions at the end in a short presentation; if you take questions as you go, then your timing will get knocked out. And always remember, an audience won’t forgive you for taking half an hour when you were only scheduled to speak for fifteen minutes.

3. Never finish with questions – Far better to ask for questions five or ten minutes before the end, deal with the questions and then summarise for a strong finish. Too many presentations finish on questions and the whole thing goes a bit flat – particularly if you don’t get any.

4. Listen – When asked a question, listen and look like your listening. It may be something you’ve heard a million times before. Treat the questioner with respect and don’t trivialise their point.

5. Thank the questioner – It’s only polite, it shows respect and it gives you a bit more time to consider your answer.

6. Repeat the essence of the question – Some people may not have heard the question so your answer may not make any sense to them. It can also be irritating for them not to hear the question. Again, it gives you more time to think of the answer and it makes you look so clever and in control.

7. Answer to everyone – Don’t fall into the trap of only answering the questioner. If they happen to be near the front then you could end up having a conversation with them and exclude everyone else.

8. Keep it simple – Many speakers, when it comes to questions, have become more relaxed and the fact that someone is interested enough to ask them a question, leads them to go on too long with the answer – DON’T.

9. Don’t bluff or bluster – If you don’t know the answer to a question, say so and find out. Suggest to the questioner that you’ll ‘phone them or come and see them with the answer. It can even be a good way to make further contact after the presentation.

As we all know, it’s possible that you may not be asked any questions and you then have that awkward silence. People may be thinking about what you’ve just said and may need more time to ask. They may also be a bit shy and may take a few minutes to speak out. Why not have a question of your own prepared and say something like. “You may be asking yourself………?” If you still fail to get any questions then go straight into your summary and closing statement.

Handling a question and answer session well, demonstrates your professionalism and reflects on your message.

How To Communicate Better With Body Language

“I don’t let my mouth say nothin’ my head can’t stand.” Louis Armstrong

Since the 1970’s, learning how to communicate better has had a lot to do with understanding body language.

Julius Fast wrote a book entitled, Body Language in 1970. He talked about a new science called Kinesics. It opened the way to more studies and books on the subjects. Today, the term Body Language is very common and understood as an important element of communication.

In fact, experts in the field of communication suggest that there is a rule that says that 7% of the meaning of what a person is saying comes from their words.

Interestingly, 38% is based on the tone of their voice. 55% of the meaning comes from the body language of the person that is speaking. This rule comes from research that was published in the late 1960’s.

Some now think that the percentages from this research might be slightly different. Nevertheless, the bottom line is still the same. If you don’t know the basics of body language, you are missing a valuable tool for learning how to communicate better. We speak body language on a subliminal level, without actually realizing that we are communicating through body talk.

1. Face

The most expressive part of your body is your face. When you enter a room if you feel nervous, your expression might make you look aloof or unfriendly.

Smiling at the room is a sure-fire way to remove anyone’s doubts about your approachability. Smiling makes us look warm, open and confident.

2. Eyes

They say the eyes are the windows to the soul. They certainly give people clues about what we are feeling.

A direct gaze towards someone can show interest- direct staring on the other hand can mean an intense dislike. Very little eye contact can show that you are shy.

3. Hands

Have you ever watched someone’s hand gestures when they are talking? Open hand gestures tend to make a person appear open and honest. Bringing hands together to a point can accent the point you are making.

Wringing your hands or excessively moving your fingers and hands will give away nervousness. It can even make someone look dishonest- are they trying to hide something?

4. Posture

If you lean towards someone you are showing an interest in that person. If we are feeling low in confidence, we tend to slouch our shoulders and look down.

Men and women use different body language. For instance, women will stand close to each other, hold eye contact with the person they are talking to and use gestures.

Men make little effort to maintain eye contact and don’t rely on the use of gestures to communicate. Men and women can learn how to communicate better by observing the differences in their use of body language.

Teleprompting – A Speaker’s Dream Come True

When my new husband told me he was going to be teleprompting I was clueless as to what he was talking about. He explained that it was like cue cards but on a computer screen and used extensively not just by the media, but also by corporations for presentations and for video taping commercials. Okay, that sounds interesting but how does it work?

After the speech is written, it is input to a computer that will allow it to be displayed in front of the speaker without the audience being aware of its existence. I remembered from my past speaking encounters where I had to memorize everything that I wanted to say and the order that it would go in for a complete uniformity. It usually meant a tremendous amount of practicing the evening before or taking a stack of 3×5 index cards with me for the presentation. Teleprompting has simplified this process for the speaker. They no longer need to memorize a speech; they only need to be able to read from a screen in front of them. Image the hours of practice, not to mention the stress this removes from the speaker.

I was interested in how this came about. The first teleprompters were created in the 1950s by Fred Barton Jr., Hubert J. Schlafly and Irving Kahn. At the time Fred Barton was an actor and suggested the teleprompter as a way of assisting the performers who had too many lines to memorize in a small amount of time. The script was printed on a paper scroll and advanced as the performer read.

In 1982, the first computer based teleprompting system was developed and ran on an ATARI 800 personal computer with very specialized teleprompting software to work with the camera hardware which was also modified. Today’s teleprompter still runs on a personal computer and is connected to video monitors on one or more cameras. This monitor is placed directly in front of the camera so it gives the impression of the speaker talking directly to the camera instead of reading a script. The displays used vary drastically depending on the type of presentation. One which I’m sure you’ve seen used and not even noticed, is the presidential glass. It is mostly transparent so that it will not block the view of the speaker by the audience or cameras. Even singers such as Frank Sinatra, Bruce Springsteen, and Elton John have used teleprompter hardware on stage.

Okay, enough about the history and hardware of teleprompting. I am now being made aware of the fact that there is an “art” also being employed here. Let me explain. The basic idea is of a script being up on screen and the speaker reading from it. Too many times this will sound like it is being read. This is not usually the impression that they want to convey. A “seasoned” teleprompting operator knows how to get in touch with the speaker and craft the speech to their speaking style. During rehearsal, the teleprompting operator is listening intently for voice inflection to make sure that the speaker is comfortable with the flow. Sometimes it means changing a word or two or rewording a sentence to ensure a natural delivery. A professional teleprompting operator knows how to get these results and understands that there’s more to prompting than typing in a script and turning a knob. For the speaker, finding a good teleprompting operator can be a real salvation.

How to be a Great Speaker Without Using PowerPoint

RESEARCH YOUR AUDIENCE It amazes me how some speakers will show up for a speaking engagement and really not know anything about the audience they are speaking to. Many speakers just get lazy and feel that their message is so important that anyone would want to hear it. They couldn’t be more wrong. Your core message may be about the same for everyone, but knowing your audience will allow you to slant the information so that the audience feels it was prepared just for them. They will relate much better to the information and think much more highly of you for creating something specifically for them. Of course, in many cases you were only slanting your information, but I won’t tell if you won’t.

PRACTICE The only way to look polished while speaking is to practice. This is one skill you cannot delegate to anyone else. It is you that is on stage with the microphone and it is you who will look either great or terrible. You are sadly mistaken and egotistical if you think the PowerPoint slides that either you or someone else created will make you a dynamic speaker. There are specific techniques used to practice that don’t take much time and make you look extremely polished. One of these techniques is called bits. You practice a short piece of material over and over again. You don’t practice it word for word, but just talk your way through it. This way you won’t blank out when a distraction happens while you are on stage.

TAKE CARE OF HECKLERS The following is my famous asterisk technique; I use it to make sure hecklers don’t interrupt my presentation. I get people in the group to identify potential troublemakers BEFORE I get to the event. I phone these people and interview them to give them the attention they are craving. I then mention their names during the speech. This virtually eliminates the chance they will give me a hard time because I am praising one of their opinions. This works really well but don’t mention their names exclusively or the rest of the audience that knows these people are trouble may think that you are just as bad. Mention a wide variety of people in the audience. Just make sure the bad ones are included which normally keeps them at bay.

USE EMOTIONAL LANGUAGE Boring old facts rarely move people to action. Learning to use words that evoke emotions in people will make a much greater impact when you speak. There are many emotions you can trigger in the audience just by your choice of words. Happiness, anger, sadness, nostalgia are just a few. Knowing your purpose for being in front of the group helps you to pick which emotions you want to tap. When your purpose is known, choosing words to get the desired emotional response is much easier. For instance, if you wanted to take someone back to a childhood experience you might say, “Do you remember when someone did something bad at school and the teacher smacked the yardstick on her desk?” The word Phrase “smacked the yardstick” would evoke an emotional response that many adults can relate to. A younger group may not relate to this phrase since corporal punishment has all but disappeared from schools. You must pick the words that would mean something to your audience.

REVEAL YOURSELF Often people have trouble implementing this idea because they like to remain aloof and private. This will hurt their chances of making a good connection with people in the audience. You certainly don’t have to reveal your deepest darkest secrets when on stage, but you certainly could tell someone how much you like horses, or how you love to cook . . .anything that will give them a glimpse into the real you will give you a better chance of connecting with them and getting them to listen to you.

USE PROPS A prop is worth a thousand words. People can really anchor a thought in their minds when it is connected to an object that relates to the point you are trying to make. You could use large, small, funny or serious props. Always relate the prop to the point you are trying to make and make sure the audience can see it. Sometimes you’ll want to hide the prop so people don’t wonder what it is until you are ready to present it.

USE HUMOR Even Shakespeare used humor in the middle of the tragedies he wrote. Humor is a powerful and effective tool that gives the audience’s mind a chance to breath in the face of heavy material. It also makes you more likable and fun to listen to. Humor is also much more likely to make your information more memorable. You don’t have to be a stand up comedian to use humor in speeches and presentations, and you don’t have to tell jokes either. There are many ways to add humor that don’t require any skill at all. You can show funny visuals, tell stories, or read from books or periodicals. Just like with props, make sue your humor relates to the point you are trying to make and you will be much more successful. Each issue of “Great Speaking” has about 20 pieces of humor you can use during speeches.

MOVE ‘EM TO ACTION If you are going to bother taking up people’s time to speak to them, don’t you think it would be a good idea to get them to do something positive because of your presentation? Even if they do something negative, it’s still better than doing nothing because they will at least get a chance to learn something from their mistake. Regardless of the size of your ego, the reality is that you are there for them, not the other way around. I’m all for you building up your reputation, but if you go into your speech thinking it’s all for you, it will show and you probably won’t do as well as you would have had you concentrated on the needs of the audience more.

BRING SOLUTIONS One of the best ways to make sure the audience loves you is to bring solutions to their problems. If you have done a thorough job of researching your audience, you already know what their problems are. It’s your job to bring ideas for them to try. In modern day thinking this is what motivational speaking is all about. No longer is it good enough to get people all fired up where they are bouncing off the walls without a clue as to what they will do with this new found excitement and motivation. Modern professional motivational speakers bring solutions and a plan of action to achieve them. Now those are motivating.

PAY ATTENTION TO LOGISTICS The best preparation, practice, and audience research could be ruined if you forget to pay attention to all the details surrounding a presentation. You want to know what is happening before you speak, and what is happening after you speak: How are the people seated? Are they at round tables where half of them are facing away from you, or are there no tables at all? What kind of microphone is appropriate? How big is the screen in the room? Will the people be drinking alcohol? What is the lighting like? All these items and many more affect the overall effectiveness of a presentation. The same exact words delivered with significantly different logistics could be received in entirely different ways. You could even go from a fantastic evaluation to a bomb just because of the way people are seated. It’s up to you to know the differences and how they affect a presentation.

How To Get the Most Out of Your Speaker Investment

In a perfect world, you would have an unlimited budget to hire top speakers for your next meeting or convention. Since it’s not, here are some tips on getting the most for your meeting dollar. Let me tell you about a project I worked on with the American Payroll Association that could be a model for you — or at least expand your thinking about ways to use speakers.

APA’s Executive Director/CEO, Dan Maddux had a week of speaking and seminar slots to fill. Instead of assigning each slot to a different speaker, Dan chose to maximize the contribution of a few top people, using three of them in three different ways. That’s how Dan made 1 + 1 + 1 = 9. Three speakers used three ways equals nine slots filled. Here’s how such a move can save your organization and money and let you “trade up” to speakers you otherwise couldn’t afford.

Save on Hotels and Airfare
Cutting the number of speakers might or might not reduce the total nights lodging needed, depending on your schedule. However, you’ll definitely save on transportation — for instance, three round-trips versus nine.

Speakers May Reduce Fee
I can’t promise you that all speakers will do extra presentations for the same rates — they won’t. But the speaker you hired last year might have been more flexible if you had only thought to ask, “After your keynote, could you do a breakout session?” Or,” Could you emcee?” “Could you moderate a panel?” Even, “Our chairman is a bit nervous. Could you coach him on speaking?”

Speakers may give you a better price for three consecutive days at one hotel, rather than three separate dates months apart.

For example, for the Florida Realtors Association, I asked, “After my luncheon speech, would you like me to do a seminar on speaking skills?” They said, “Well, the agenda is already slotted in, but we’d love it if you would emcee our Top Producers’ panel, the first breakout session after lunch.”

For the California Interment Association, I was scheduled to present a two-hour seminar after lunch. I said, “What else is going on? Would you like to me to do a spouse program?” They said, “We’ve never had one, but we’ve invited spouses for a breakfast get-together.” I added a 45-minute program that same morning. The only difference to me was that I had to go to the hotel a few hours earlier. Like most speakers, I want my clients to know I am there to serve them, not to pick up my speaking fee and run.

It’s Easier to Get Sponsors
Trading up to big-name (or bigger-name) speakers makes it easier for you to get sponsors. Whenever people say, “We can’t afford you,” I always ask, “Do you have sponsors to help pay for your event?”

Who would sponsor your event? Consider approaching the exhibitors at your conventions, or whoever sells to your members or who wants good PR with the people in the audience. List these “angels” prominently in the program. I always make a point of giving sponsors a good plug in my presentations. For example, after my opening story for the American Cemetery Association, I quoted the founder of my corporate sponsor, Service Corporation International. Then I gave examples to reinforce my points by reading from their newsletters, and my walk away line incorporated their name. I always let sponsor know, “Don’t worry, they won’t have any doubt who paid for me,” and make a joke about it in my speech.

Three Invaluable Bonuses
Having speakers on hand throughout your event gives you far greater flexibility in scheduling. Continuity can establish a powerful connection between audience and speaker, getting your message across in a way that a wide variety of speakers couldn’t. Dan Maddux says, “We found that when we triple-booked those speakers, they become even more popular, really getting to know our people who always want them to stay around longer.” Continuity, during an event or from year to year, means your speakers are able to notice and volunteer to help your organization in special ways you may not have thought of.

How It Works
Recently, 1,674 members of the American Payroll Association attended its Sixteenth Annual Congress in Nashville. Dan chose as keynote speakers Art Linkletter, Susan RoAne, Willy Jolley, Al Walker, and me, Patricia Fripp. He had little trouble getting sponsorship to help pay for these keynoters because of the success of his past conferences.

The Congress was scheduled to start on a Monday. Dan came up with the idea of offering an extra pre-Congress program on Sunday, “For Women Only.” This isn’t as sexist as it may sound because seventy-five percent of APA’s membership is women. Dan figured that many could take advantage of cheaper Saturday night airline tickets, saving their company’s money, so they might be open to an extra day of education and fun.

He called this extra program “Women on the Ladder to Success: Career Strategies for the Millennium,” and used six presenters. Three were from within the Association and industry, including the current president. Three were professional speakers who were also scheduled to speak during the main Congress. Each of the professionals gave two talks at this separate Sunday session. I did “Women in the Workplace, the Evolution of Career women” and “Are You a Wonder Woman or Superman in Payroll?” (In a custom-made Wonder Woman costume I had made 20 years ago. The fact I can still wear it deserves applause!) Susan RoAne spoke on “Taking Charge of Your Accomplishments” and “Women Who Make Things Happen: Traits of the Savvy and Successful.” Diane Parente’s programs were “Your Passport to Image Credibility” and “Looking Your Professional Best Without Spending a Fortune.”

Then, at the kick-off Monday session for the full membership, Susan was the keynote speaker with “Schmooze or Loose: How to Gain the Verbal Edge.” She also presented a program for the vendors, “How to Make the Most of the Trade Show.” Diane Parente delivered a breakout session on “Image, a Powerful Tool,” and gave Dan’s Board of Directors one-on-one consultation as a bonus. (17 in all.) I delivered the Congress’s keynote speech, “Insights into Excellence,” presented a marketing seminar for the vendors, “How to Nurture Relationships Once You Leave the Trade Show,” and, as a break-out, conducted a workshop on “How to Sell Yourself and Your Ideas.”

Having booked the Sunday before the conference, Maddux thought of a way to use his talent pool for a Speakers’ School on Saturday. Last year this program had been a success, but with a smaller audience of their speakers who talk on tax law changes, it had not justified a hiring a keynote caliber presenter to teach it.

As I was already going to be there for several days I was excited at the prospect. I suggested we invite his association members scheduled to give programs during the congress. He also invite the APA leadership from the State chapters who have to speak at their meetings and get no formal public speaking training. As far as I am concerned the more the merrier. I charge the same whether my audience is five or 5,000. After the session I helped the President and Woman of the Year totally rewrite their talks. They have now requested I train them at least 3 months before next yearís convention.

Synergy Makes Good Sense
Dan says “Using proven professionals in several slots so they develop a rapport with the audience is a better investment than bringing in a different speaker for each slot. In our case, two of the speakers, Diane and Patricia, had been so successful as keynoters the previous year that the audience was looking forward to seeing them again. This gave us the advantage of repeat role models, because our presidents turn over every year. The added fact that Patricia, Diane, and Susan had worked together before, and are best friends, gave us even more bang for our buck. We could never have put a dollar value on that kind of synergy.

“I need my speakers to deliver a message and be powerful role models. Patricia, Diane, and Susan are all self-made women over fifty, looking good, feeling good, and they’ve built their careers themselves. This is an important message for our Association audience.”

More Bang for Your Buck
Dan Maddux was able to negotiate with his speakers for a lot of extras. Many professionals figure that, as long as they are there anyway and being well paid, their time belongs to the client. Therefore, they are happy to take on extra tasks.

The next time you are planning to hire a speaker, consider using him or her in multiple ways. It doesn’t hurt to ask if the speaker would be willing to:

• Deliver one or two “breakout sessions” or a spouse program along with the keynote at the same half-day fee.
• Introduce other speakers.
• Emcee the event that they are part of.
• Help association Presidents of Board of Directors with their own presentations, either in advance or while the speaker is there.
• Say a prayer at a meal.
• Moderate a panel.
• Sign autographs.
• Appear in the sponsor’s booth to make their sponsorship more of an investment.

Like most of my comrades in The National Speakers Association, I want to be memorable and to give full value for your meeting dollars. For the Hamilton Bank in Philadelphia, I even leaped out of a spaceship, wearing a Wonder Woman costume. (Getting into the spaceship was a little more complicated, but that’s another story.)

Using Humor in your Speeches

Humor is the best way to maintain the attention of your audience. Below are several techniques to giving an exciting speech.

Don’t signal your punch line. If the humor in your punch line depends upon the words ruptured camel, don’t say the following: Did you hear the one about the ruptured camel?

Don’t EVER repeat a punch line! Once the surprise is revealed, the joke is history. I’ll repeat this, but I don’t want to hear you repeating any punch lines. Let me repeat. Don’t EVER repeat a punch line. Don’t EVER repeat a punch line. NEVER repeat a punch line. You’ll be shot by the humor firing squad if you repeat a punch line. OK. I’ll let you repeat one, but only under certain circumstances. Here’s the exception. If you had a joke or punch line that bombed miserably, you can call it back later to make fun of yourself.

You must absolutely, positively memorize your punch line. You should be able to awaken out of a deep sleep in an earthquake and, without hesitation, deliver your punch line accurately. Give all the facts necessary for the joke to make sense. The humor is lost if you leave out the necessary details.

NEVER, EVER explain your joke. If they don’t understand, it’s your fault for telling the wrong joke to the wrong audience. The hypnotist says, ‘You’re getting sleeeepy.’

Use the fewest words possible to get to the punch line. Brevity is truly the soul of wit (never use a worn out cliché either). The longer the joke, the funnier it must be.

Don’t walk around too much when telling a joke or story. I walk, but I stop when important points are being made and when I’m delivering a punch line.

If you use notes, highlight or mark upcoming jokes or stories so they don’t sneak up on you. They will need special emphasis.
Practice! Practice! Practice! I tell a joke or story 30 to 50 times in practice before I use it in a presentation.

A Thorough Speech On Brief Speechmaking

MASTERING THE THREE-MINUTE SPEECH: ADVICE FOR YOUR SPEAKING SUCCESS Delivered to the National Conference of State Legislatures, Philadelphia, Pennsylvania, July 24, 2009

Welcome, everyone. Let’s get started right away. I know you’ve had a full conference week, and I want to make sure you walk away with all the public speaking information you need.

Officially, this session ends at 11:45. Unofficially, it goes as long as you need. Which means: If you go back to your office next week and run into a public speaking question, simply send me an email … and I’ll be glad to help. After all, it’s a tough economy, and it took a lot for you to travel here (from across the United States … and all around the world). I want to make sure you get full value from this session.

Today, I’m going to focus on all those “little speeches” you’re asked to give. You know what I mean: giving an award … getting an award … retirement remarks … dedications … fundraisers … patriotic ceremonies … memorial tributes … anniversaries … introducing a speaker … welcoming a special guest … moderating a panel. The list goes on. In short, all those times when you’re asked to “just say a few words.”

Let me give you a dozen pieces of advice to help you master “the 3-minute speech.” (By the way: There’s nothing sacred about the 3-minute length. Your remarks might run a bit shorter … or a bit longer. But that 3-minute timeframe is a realistic standard for many special occasions.)
1. Expand your definition of a speech.

Let me put it this way: It’s not just the way you talk for 3 minutes at the front of a room. It’s the way you interact with the audience before … and it’s the way you interact with the audience after.

Did you notice how I walked around this room before I started my speech–introducing myself and shaking hands and learning a little about your interests? That was my way of building audience rapport–before I said one word. And I plan to linger after my presentation ends–so you can ask questions and get individual attention.

Try doing this: Meet members of an audience before you speak … and offer to send them helpful follow-up material. They’ll appreciate your efforts to connect.

I want to emphasize: You might be limited to 3 minutes of speaking time, but you can still create unlimited opportunities for connecting.
2. Do your math.

How long is 3 minutes? Even more basic: How long is 1 minute?

Now, the easy answer is: 60 seconds. A minute is 60 seconds. But you need to know much more about “time management” if you’re going to be an effective speaker.

I need to ask a few questions about some important numbers in your life:

• How many of you (with reasonable accuracy) can tell me how much you weigh? (I don’t want to know your weight! I just want to see if you know it.) Okay … look around: It looks like every single hand is up. That’s a number you all know.

• Next question: How many of you (with reasonable accuracy) can tell me the price of gasoline in your hometown? Okay … look around again: Most hands are up.

• Now: How many of you (with reasonable accuracy) can tell me the number of words you speak per minute? Please look around: 300 people in this room, and only 2 hands are up!

It’s time for a quick lesson on the “rate of speech”. The average person in the U.S. speaks about 140 words per minute, but that varies widely.

It varies by geography. Start at Washington DC and go up the eastern seaboard. As you go north, people talk faster. New Yorkers talk fast. Folks in Boston really clip along. Listen to old speeches by President Kennedy. He’d often top 200 words per minute. But start at Washington DC and go south, and you’ll hear the opposite: As you move into the Carolinas and Georgia, speakers talk much slower. In other words: There is no national speech limit!

Rate of speech also varies by age. Young people talk much faster than older people.

And it varies by health. When we’re not feeling well, we prefer to send (and receive) information at a slower pace.

Can you see the implications for you as a presenter? A fast pace that’s terrific for an audience of college students would create a disconnect at a retiree gathering.
3. Focus your message.

You can’t put in everything. Don’t even try!

In a short speech, you should stick with 1 main point. If you limit your content, you’ll be much more successful.

Resist the temptation to add material to “impress” the audience. Remember: It’s a speech–not a dissertation. Your goal is to interest the audience–not overwhelm them.

As Will Durant, the US historian, put it: “One of the lessons of history is that nothing is often a good thing to do and always a clever thing to say.”

As I tell my clients: When in doubt, leave it out.
4. See if you can tie your message into the date in history.

Suppose you were preparing a speech to deliver today. See if you can make any connections to this date in history. What has happened on July 24th through the years?

Well, on July 24th in:

• 1824 … A Harrisburg, PA newspaper published the results of the first public opinion poll.

• 1870 … The first trans-US rail service began operation.

• 1877 … Federal troops were used for the first time to combat strikers.

Think about the speech President Reagan gave following the Challenger disaster. It was a short speech–short, but powerful. In it, he referred to explorations by Drake on that date in history. Listen to the speech again. You’ll see how outstanding it is.
5. Make adjustments based on audience demographics.

What is the size of the group? The age range? The male/female ratio? How much do you know about their educational backgrounds? Their income levels? Their community priorities?

The more you know, the better you can connect.

And remember: In a short speech, you have to connect quickly. There’s simply no time for long prologues. And you have to connect effectively. There’s no patience for irrelevant examples.
6. Be specific.

Audiences remember specifics. They forget generalities.

This is a critical point, so I’m going to repeat it: Audiences remember specifics. They forget generalities.

Let me cite a couple of good examples.

Here’s Olli-Pekka Kallasvuo (President and CEO of Nokia) speaking to The Chief Executives’ Club of Boston:

“Context has become something of a buzzword in our business, because it is at the heart of the next wave of mobile technology….

Let’s look at an example. It’s an application we call ‘Nokia Point and Find.’

Say you are an architecture buff and you’re visiting Boston for the first time. You turn a corner and see the old Statehouse, and you want to know more about it.

You take out your Nokia device and you point it at the building. The device then immediately provides detailed information via the Internet … when it was built, the architect, its history and architectural significance, maybe even the hours when tours are available.

Or imagine you’re walking downtown and you see a poster for a new movie. You point your phone at the poster and instantly you can watch the trailer. If you like what you see, you can find where the movie is playing, and even buy tickets for that evening’s showing … all with just a couple of clicks.

… This is context. It’s the ability of your mobile device to bring who, what, where and when together. It will allow you to become more immersed in the real world around you.”

Let me give you another example. It’s from Chris Van Gorder, CEO of Scripps Health, speaking at the American College of Healthcare Executives, in his role as Chair-Elect of ACHE:

“San Diego alone has 650 wireless companies, and many are developing advances for health care. Estimates say 50 to 60 percent of primary care will be delivered virtually in the future.

• Wireless band-aids are being developed to monitor your blood pressure, caloric intake, hydration and heart rate.

• New drug delivery patches can be radio controlled … from across town, or across country.

• ECG machines (no bigger than a cell phone, and one-fifth the cost of current equipment) will allow for remote exams.

• Even pill bottles will include wireless transmitters. Just push a button to alert the pharmacy when you’re running low on medication.

Is our future changing? You bet.

And ACHE will be there to advance our profession–our calling–in these rapidly changing times.”

Did you hear how the use of specific details made these speeches more interesting … and more memorable?
7. Watch your pronouns

More than anything else, pronouns convey what I call “the friendliness factor.” Pronouns can help pull the audience closer.

In my Advanced Speechwriting seminars, I ask the attendees to note the various pronouns in their speeches. It’s an enlightening exercise! I encourage you to try it. Count the number of time you use “we” … “you” … “I”. That ratio tells something about you as a speaker.

For example, “we” conveys camaraderie … cooperation … teamwork. Think of Winston Churchill in 1941: “Give us the tools and we will finish the job.”

“You” builds direct rapport with an audience. President Kennedy knew this when he said: “Ask not what your country can do for you, but what you can do for your country.”

“I” is important because it conveys the speaker’s voice … the speaker’s commitment … the speaker’s dedication. Too many speakers shy away from using “I”–and they’re missing a powerful technique. I can hear Senator Hubert Humphrey’s voice in this line: “I learned more about politics during one South Dakota dust storm than I got in seven years in the university.”
8. Give it some style.

Be visual.

When H.R. Haldeman commented on the Watergate affair, he said: “Once the toothpaste is out of the tube, it’s hard to get it back in.”

Here’s a vivid description from Gerald Ford: “A bronco is something that kicks and bucks, twists and turns, and very seldom goes in one direction. We have one of those things here in Washington–it’s called the Congress.”

There’s nothing new about using visual images to sell your point. Here’s a memorable comment from Teddy Roosevelt about his predecessor, William McKinley: “McKinley shows all the backbone of a chocolate éclair.”

Use rhetorical devices.

Listen to this from Dr. Martin Luther King, Jr: “Morality cannot be legislated, but behavior can be regulated. Judicial decrees may not change the heart, but they can restrain the heartless.”

Hear the rhetorical power in this line from Senator Robert Kennedy: “Justice delayed is democracy denied.”
9. Use a light touch of humor.

Don’t use complex jokes. They’re too hard to tell. (Plus, they eat up too much of your limited time,) Instead, use short one-liners. I like this one from Will Rogers: “Alexander Hamilton started the U.S. Treasury with nothing … and that was the closest our country ever was to being even.”

Who knew how to use humor better than President Ronald Reagan? He once quipped: “There were so many candidates on the platform that there weren’t enough promises to go around.”

Listen to this humor from Ann Richards, speaking at the Democratic Convention: “Twelve years ago Barbara Jordan, another Texas woman, made the keynote address to this convention, and two women in 160 years is about par for the course. But, if you give us a chance, we can perform. After all, Ginger Rogers did everything that Fred Astaire did. She just did it backwards and in high heels.”
10. Fix your delivery problems.

You only have your voice, your body language and your eye contact. That’s it. Those are the only delivery tools you have to “sell” your message.

If your voice needs improvement, start improving. And start now. Ditto with your body language and your eye contact.

Read books. Take classes. Get coaching. Attend presentations. Watch C-Span. Learn from good speakers. Join Toastmasters International. Ask a colleague to critique your speeches and monitor your improvement. If you want really candid comments about your delivery skills, just ask a kid: A kid will always tell you the truth. Your staff might not venture to say that you have a most annoying way of clearing your throat whenever you start to speak … but a kid will tell you about this annoying problem flat-out.
11. Consider your A-V options.

You can reinforce a short speech with a wide range of simple audio-visual options: props … letters from constituents … music playing as the audience enters … posters made by local school kids … compelling photographs.

The simplest of things (free, or very low cost) can grab an audience’s attention and create a hook for valuable media coverage.
12. Don’t run overtime.

Remember: There are very few people who don’t become more interesting when they stop talking!

Think of speeches as “business investments” in the communities you serve. Respect your audiences by staying within their timeframe.

A good speech builds audience rapport … and leaves an audience wanting to hear you again.

Take a lesson from Mark Twain. He said: “It takes about 3 weeks to prepare a good impromptu speech.” So get started now: Write down 1 key message, and use these dozen guidelines to polish it.

So, the next time someone asks, “Can you speak for a few minutes?”, you’ll be prepared to make every second count.

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Address by Joan Detz, Speechwriter and author of Can You Say a Few Words
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