Writing and flow can make your speech transformative

Good writing is the linchpin of a presentation. As a Toastmaster, I hear a lot of speeches. The good ones have a beginning, middle and end. The bad ones take the listeners along a path that leads to a fog – they don’t know where the speech is going.

Near hits are those that have a great opening, good solid points, descriptive examples and personal stories that connect, but at the point of wrapping up the speech – the speaker veers onto a tangent before ending it.

Why did the speaker throw in this extraneous element? When writing, your speech should have a  flow to it. Do the points you are making lead logically from one to another? Do your real-life examples support a point or are you just adding them for comic relief? Everything that goes into a presentation – facts, examples, humor and statistics – needs to support the message you want to impart.

A good speech is like a river, it takes the audience on a journey.
Photo by Liz Cezat; Virgin River, Zion National Park

When writing a speech, if it appears that you have too much stuff in the form of a double ending or content that doesn’t flow, you need to closely examine the extraneous elements. If an element is indeed a supporting point of the speech, put it where it belongs. Maybe it needs to go toward the front of your presentation or in the middle. It if doesn’t fit anywhere, cut it out. Think of great films and how many scenes are left on the cutting room floor.

Now, picture a river with a strong current. You want to take your audience in at one point (set the stage), and then have them travel with you along that river – learning and ideally being entertained as they go. At the end, put them on solid ground with new knowledge gained. Give your speech legs – take-away points the audience can either act on or reflect upon.

It’s true that the audience forgets much of what is said in a speech, but if you can create a good flow to your speech and have an ending that wraps up the most important points, the audience will be delighted not only with the presentation but with you as an expert.

Exceptional speeches stick with audiences for years because they’ve imparted new knowledge. Your words can motivate your audience or inspire them to change a behavior or viewpoint. With a bit more attention to content and flow, your speeches can be transformative.

If you need a professional speech writer, please contact me at info@cezatcreative.com

After the speech ... lead with the news

Get more mileage out of speeches by writing them "news style" for newsletters and press releases. (Photo by Liz Cezat)

Leading with the news is one of the best ways to get a reader’s attention. When it comes to reporting on an executive’s speech, many corporate publications and association newsletters write a lead only telling who spoke and where they spoke – rather than what was said.  Then, the writer may throw in a bunch of background information, such as the audience included members of an ad hoc committee that is working on shoring up quality standards in the industry. (ho hum).

Who wants to sift through a bunch of corporate-speak before getting to the meat of the article? If written news style (typically how journalists write for print media and corporate newsletters), the lead sentences should contain the elements of “who, what, when and where” – “why” is optional.  

The “what” would be the most important take-away from the speech. Any good speech typically has one to three main points that the speaker wants the audience to know. The other main points can be elaborated on further down in the article. But they too should come before a wordy explanation of what the ad hoc committee does.

Think of an inverted pyramid, with the most important information at the widest point (or at the beginning of an article), supported by details as you read on. The very end of the article – the tip of the pyramid – should contain the background information that is nice to have but not essential to the story. That way, if readers don’t finish the article, they still have the main take-away points.

The beauty of using a freelance writer, such as myself, is that I know how to structure the article (or press release) to get the key concepts across in an informative and engaging manner. Too often, the staff writer may actually only be wearing that hat in addition to performing HR functions. Or, the staff writer may be too immersed in industry jargon to deliver the news from the speech in a fresh, reader-friendly manner.

Take a look at your company's press releases regarding speeches and see what approach is taken. Is it "corporate speak" or news style?

Don’t let PowerPoint® be a crutch

How many of you are a spokesman or spokeswoman for your company or organization? If so, you are the one that clients, employees, community leaders and other vested parties look to for information about new products or services, as well as leadership, industry trends and company direction. It’s a tall order, and too many executives think their delivery has to be ponderous and super serious.

To keep your information memorable, don’t rely too heavily on your PowerPoint® slides or Web page enlargement. It helps to project these images but don’t count on them to carry your speech. Inform your audience that the important points of your speech will be available to them (either online or as handouts), so they don’t have to fuss with extensive note taking. If you give the audience handouts prior to your talk, people will be shuffling through these papers rather than listening to you. (There are exceptions to this guideline, so you be the judge.)

Since most people won’t remember statistics, use them sparingly. Link the statistics to trends, which are easier to recall. Leave the esoteric examples up in the clouds. (Important statistics should be in your handouts or online charts.) Use examples that your audience can relate to … by linking them to current events, common annoyances (driving in heavy traffic), pop culture (using I-Pods while running or running errands) or heartfelt interests (kids, parents, neighbors and pets).

Inject your speech with humor. Use an approach that suits your style. Don’t try to be Jay Leno or Don Rickles. Low-key jokes work just fine. Presenters are often told to start with a joke that will loosen up the audience. Instead, get the audience’s attention with a great headline (use a startling fact or question), then space your “jokes” throughout your speech. The audience will be more attentive and have better recall when the jokes, stories and anecdotes reinforce your key message.