Your Business Speech

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Your Business Speech Powered By Docstoc
					Chapter 1: Introduction ..............................................4

Chapter 2: Preparation .............................................16

Chapter 3: Overcoming ............................................35

Chapter 4: Develop ..................................................50

Chapter 5: Graphics .................................................72

Chapter 6: Interest ....................................................89

Chapter 7: Unrehearsed..........................................137

Chapter 8: Measure ................................................160




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Chapter 1: Introduction




                          4
You have just been asked to give a business speech.
After initially feeling honored to be selected to give a
speech – the fear sets in.


What do I say?
How long do I talk?
What are the right things to say and what should I
avoid at all costs?
How do I engage the audience and leave them with a
memorable impression?
How do I deliver the speech with confidence?


This book is part of a S.O.S. (Special Occasion
Speech) series. Through our proven process we will
help save you from the SOS distress signal you feel
right after someone asks you to give a business
speech. Each one of the SOS books has a very narrow
scope. This particular book was written to help non-
professional speakers deliver business speeches of all
kinds like a pro.     We recognize that this type of
speech is very unique and won’t happen very often.


                                                      5
Therefore we provide you numerous examples of
how others have approached similar speeches.


While the focus of this book is on business speeches,
we bring you through a proven step-by-step process
that will provide you with a framework for preparing
and delivering any type of speech.         We have
compiled all the tools and tips to make your speech a
memorable one. This book contains:


   •   Some carefully selected quotes, anecdotes,
       speeches, proverbs and other content ideas for
       your speech
   •   A       free    silver    membership        to
       www.podiumnotes.com a speech content
       database that contains thousands of business
       speeches, quotes, anecdotes, movie lines,
       proverbs, poetry, history and trivia items and
       much more – a $25 value, yours absolutely
       free!
   •   A proven system called PODIUM Notes that
       takes you through every stage of developing
       and delivering a memorable speech

                                                   6
Why do so many people dread getting up and
speaking in front of colleagues and business
associates? How come some people are so good at it
while others stumble their way through? How do
people craft an engaging business speech that strikes
the right chord with the audience? How do people
overcome their fears of public speaking?


Fear of public speaking strikes anxiety in literally
hundreds of thousands of people. Jerry Seinfeld once
said that at a funeral, most people would rather be in
the casket than giving the eulogy. There are three
things that drive peoples’ fears. First is a fear of the
unknown. For many, this business speech will be
their first time they may have to give a major speech
to their colleagues, or perhaps the topic or audience
will be new to them. The second is time. Many
people wait until the last minute to develop a speech
and then they feel pressed for time.        Third and
finally, people are concerned about what they should
and shouldn’t say and how to leave the audience with
a favorable impression.

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In this book we will spend some time discussing what
normally occurs during a business speech and some
in depth do’s and don’t. We will help you navigate
through some typical business protocols and also
advise you as to when and how to break them. In
short, you will be the most prepared individual at the
business conference or meeting and the most
comfortable when it comes to approaching your
speech.


Waiting until the last minute to develop a speech
creates anxiety. Have you ever studied for a test and
got to a point where you simply couldn’t study any
more because you knew the material so well it killed
you to look at it again? Conversely, have you also
waited until the last minute to begin to study for a test
and studying for it raised more questions than
answers? Which did you have less anxiety about
taking? Guess what - preparing for a speech is no
different. But now, we’re here to walk you through a
very specific process.


We also understand that not knowing what to say or
how to say it can also created some pretty intense
                                                 8
anxiety. We will help you craft that special message
while also providing examples of other business
speeches in this book as well as at our website,
www.podiumnotes.com . If you have waited until the
last minute, you may want to look at our pre-written
business speeches.


Anyone who has ever played a sport has learned a
process. They have learned the rules of the game,
winning strategies and a way of playing the sport.
There are different ways to approach the game, but
the fundamentals are the same. The same is true with
public speaking. The same discipline and effort that
you see athletes give to their sport, you should be
giving to public speaking. Just as though we were
bringing you through the five stages of a golf or
tennis swing, we’ll show you that there are five
distinct stages when going through the development
and delivery of a speech. We have coined the term
PODIUM Notes because people use notes as a crutch
(or when they’re in a crunch) – hopefully now you
will just use the PODIUM process. PODIUM Notes
provides you a template or a framework for

                                                  9
approaching a speech.       The acronym PODIUM
stands for:




P reparing:     How to effectively prepare for a
business speech.
O vercome: How to overcome your fear of public
speaking
D evelop: How to develop your speech
I nterest: How to make the speech interesting
U nrehearsed: How to deliver a speech and without
looking like you had to rehearse it
M easure:     How to take measure of both your
audience and the speech


In Chapter two of the book we will talk about how
you should prepare for a presentation. As Yogi Berra
said, “If you don't know where you are going, you
will wind up somewhere else." We will share with
you how to craft an end outcome that you can work
towards. We will also share with you some of the
best research sites where you can gather background
material for your speech. Finally we will provide
                                               10
you with some logistical strategies to make sure you
are fully prepared for the day you are to deliver the
speech.


Research has shown that one of the worst fears that
people have is standing up in front of an audience
and giving a speech. A February 2001 Gallup poll
found that 40% of adults have a fear of public
speaking. Some people are fine when it comes to
giving a business speech on a topic that they know,
but are less confident when it’s time to give a
retirement speech or a speech on a topic they are less
familiar with. Wherever you sit in the spectrum, we
can aid you through a systematic approach to
overcoming your fear or lack of confidence in
delivering a speech. In Chapter 3, you will learn that
the most important thing you can do to eliminate your
fear is something you already do well!!!


Finally, one of the ways to reduce your anxiety is to
do the first step well – preparation.


A business speech is very different from a wedding
speech, which is different from a eulogy. Although
                                                11
the PODIUM Notes process still applies, the structure
and development of the speech is much different. In
Chapter 4 we will provide you with development
outlines to help you with any type of business speech
or toast.    With the framework in hand, you’ll be
better able to organize your thoughts and research.


Many speeches or presentations require that you put
together some visuals to reinforce your message.
Most of us do not develop PowerPoint presentations
every day and as a result, slides that we develop often
look unprofessional and usually only serve to distract
the audience. In Chapter 5 we will provide you some
tips on how to develop professional looking slides by
organizing your data, using the correct font and color
schemes and other strategies used by professional
designers.


Have you ever been thoroughly engaged by a
speaker? What was it that attracted and retained your
interest? I am willing to bet that it was how they
brought in interesting anecdotes, quotes, jokes or
other types of speech content to help add color to the
topic. I am also willing to bet that you may not
                                              12
remember the speech very well but you do still
remember the story or quote that they used.         In
Chapter 6 we will show you some great resources and
tips that professionals use to add interest to any type
of   speech.      We     have    gone   through    the
www.podiumnotes.com database and selected some
great business speech material, thereby saving you
countless hours in research.


In Chapter 7 we will show you how to look
unrehearsed when you give a speech. One of the
major mistakes people make when they deliver a
speech is to become too formal or mechanized in
their approach. When they speak, they are a mere
resemblance of their former self. If you are giving a
speech to some of your colleagues, they know your
mannerisms, they know your speaking style, and they
have certain expectations about your speech. We will
provide you with some practice (and practical)
techniques that will help you deliver a memorable
speech in your own style.


The last step in the PODIUM Notes process is called
Measure. In Chapter 8 we will talk about two forms
                                                13
of measuring your success. One is when you are
actually giving the presentation and the second
applies after you have finished your speech.    Many
speakers have learned to give their speech well, but
they can only do it one way. They are afraid to
change it midstream. We will show you techniques
on how to be prepared to make changes to your
speech at a moment’s notice. The trick to this step is
taking measure of your audience and gauging their
reaction to what you are saying.       We will also
provide you with some tips on how to get candid
feedback after the speech and also how to prepare a
file for your next big moment!!!

I know what you are thinking - this is a lot to go
through for a speech! And you’re right. However,
don’t ever underestimate the importance of the
speech. Are your bosses or senior level management
going to be at the speech? How often have you seen
a bright and talented employee compromise their
career aspirations by being nervous or unprepared for
a speech?    In a recent survey of recruiters from
companies with more than 50,000 employees,
communication skills were cited as the single more
                                                   14
important decisive factor when it comes to choosing
new managers. The survey, conducted by the
University of Pittsburgh’s Katz Business School,
points out that communication skills, including
written and oral presentations, as well as an ability to
work with others, are the main factor contributing to
job success.    Strong communication skills are an
important part of your career progression.          An
executive speech is the most visible moment you will
have to demonstrate your communication capability
to your colleagues and senior management.

By following the process outlined in this book, using
the tools and tips we have provided as well as your
hard work, your speech is bound to be a career
building moment!

In the next Chapter you will learn:

       •   Where to find invaluable resources
       •   Tips regarding how to structure the speech
       •   How to prepare for the speech by asking
           the right questions



                                                     15
Chapter 2: Preparation




                         16
Joe Paterno - who has been the head coach of The
Pennsylvania State University's college football team
since 1966 - once said, “The will to win is important,
but the will to prepare is vital.” Whether you are on
the football field or at the podium, preparing for the
event is the most important thing you can do to
eliminate any anxiety (and to deliver a great speech.)


Before you begin your research, you have to answer a
couple of key questions:


   1. What is the general purpose of my speech?
   2. What is the specific purpose of the speech?
   3. What is the central idea of the speech?



The general purpose of any speech will be either to:

   •   Inform
   •   Persuade, or
   •   Entertain

…your audience.

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To Inform:

Speaking to inform is the process of orally delivering
information to an audience. This process may require
the speaker to give instructions, relate an experience,
explain an idea, and/or describe a skill.

The purposes of informational speeches include:

   •   to provide information to the audience
   •   to achieve audience understanding of the
       information
   •   to assist audience retention of the information
   •   to invite the audience to apply the new
       information

Examples of information speeches or presentations
would include corporate training, reviewing a
particular industry, walking through a process or
procedure, and/or business report updates.


To Persuade:

A persuasive speech attempts to secure behavioral
changes in the listener by influencing thinking and

                                                    18
motivating action. Persuasive speakers attempt to
modify their listeners' attitudes and values, and to
also alter their beliefs. Attitudes, values, and beliefs
are interconnected, but differ in their meanings.

The purposes of persuasive speeches include:

   •   to appeal to the audience to take a certain
       action
   •   to convince an audience of an idea or concept

Examples of persuasive speeches or presentations
include sales presentations and proposals to enter
new markets or to start a new initiative.


To Entertain:

The final category of speech is to entertain. While
we will show you in Chapter ____ how to engage the
audience by using different types of interest
elements, most business presentations are not meant
to be given for entertainment purposes. There are
varying degrees of entertainment though, so we will
discuss the difference between giving a retirement


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speech and being a key-note speaker at a business
conference.

As soon as you know the general purpose of your
speech you can develop your Specific Purpose
Statement (a statement of exactly what you want to
achieve with your audience.) Your Specific Purpose
Statement is used to develop your speech, it is not
part of it. The easiest way to identify this statement is
to complete the following sentences:

I want to inform my audience about …………

Or

I want to persuade my audience to …………….

Once you have developed your specific purpose, you
need to develop your central idea. The central idea is
the key message in your speech boiled down to one
sentence. You need to ask yourself, “What is my
essential message? What big idea do I want to leave
in the minds of my listeners? What is the one thing
that I want them to remember about my speech?”


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The examples below illustrate how the general
purpose, the specific purpose and the central idea
work together:




   General Purpose: To inform


   Specific Purpose: to inform my audience about
   some of the challenges of out-sourcing (or “off-
   shoring”) services to another country.


   Central Idea:     Don’t underestimate the total
   number of people that you will still need to
   manage the relationship and the cost of “cultural
   differences.”




Part of the development of your speech and topic is
to decide what tone you want to use or that you feel
is appropriate for the audience. Do you want to strike
a serious or lighthearted tone? Do you want to have a
serious message, but deliver it in a lighthearted way?
These are the types of questions that you need to
consider.
                                                   21
If by your nature you are a serious person, you may
want to stick to a serious tone. If, on the other hand,
you were always the class clown (and you finally
have an audience that will listen), you may want to
add some humor. Remember that you are always
better served just by being yourself.


Knowing the characteristics of the audience is also
helpful in determining the tone and themes of your
speech. Certainly, a retirement toast would have a
different tone than a speech advocating the flat tax.
Some of the things you should know about your
audience are:


   •   What are going to be the ages/demographic
       background of the audience?
   •   How much do they know about my topic?
   •   Having attended similar events with similar
       audiences - what worked and what didn’t?
   •   What do they expect from me?




                                                    22
At this point, it may seem a little overwhelming, but
don’t worry - there are some short cuts and other
ways to get ideas for your speech. The easiest way is
to look at what has been already written. With the
purchase of this book, you have been given a free
silver    membership          (a   $50    value)   to
www.podiumnotes.com where you will find hundreds
of examples of business speeches.        Although the
speeches may not be on your topic, you can see how
they opened, closed and structured the speech. Once
you have completed your speech, we encourage you
to add your speech to the database so that you can
provide future users with some great ideas.




When you go into www.podiumnotes.com, go into
the content search section of the site and search for
wedding speeches. At this stage in the process you
are just looking for ideas.


Once you have found a speech that you liked, add it
to the My Favorites section of the site by rating the
speech and then clicking on Favorites.

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After you have searched through several examples
and saved the best, try to identify any themes that you
would like to add as a part of your speech. At the
same time, pull out the lines that you like and feel
that you can adapt to your own speech


Hopefully at this point you have a lot of great ideas.
If you are still having problems finding the right
content, use the professional writers secret to help
stimulate some ideas by asking who, what, why,
where, when and how. We have attempted to list
some questions to help you begin to think about the
various areas where you may be able to find some
content for your speech.


The final area to look to is on the web. We have
collected some of the best research links available.
Some of the links may not be helpful for this
particular speech, but the list represents a good
general reference guide.




                                                    24
                         Websites
     Site Description                     Link
Allyn and Bacon's Public      http://wps.ablongman.com/a
Speaking Website              b_public_speaking_2

Contains five modules
that help you prepare your
speeches.
Effective Presentations.      http://www.research.ucla.ed
                              u/era/present/
UCLA Sponsored
Research. Includes
practical tips on effective
slide presentation such as:
Seven words a line, seven
lines a slide.
Presentation Helper.          http://www.presentationhelp
                              er.co.uk/
Help and advice for your
presentations.
Presenters University.        http://www.presentersuniver
                              sity.com/Delivery.php
Articles on Delivery
Skills. Learn how to make

                                                      25
an impact as a power
presenter.
Public Speaking Tips.       http://www.uncommon-
                            knowledge.co.uk/public_spe
Article by Mark Tyrrell
                            aking.html
with practical advice.
Topics covered include: 8
Tips for Dealing with
Difficult People and
Tough Questions, The 10
Most Common Public
Speaking Fears, Avoiding
a Major Public Speaking
Mistake, among others.
Speaking Tips               http://www.uncommon-
                            knowledge.co.uk/public_spe
                            aking.html




Speech Content Sites

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Speech Content:            http://www.podiumnotes.com
Access the tool that
professional
speechwriters around the
world use to engage and
move and audience.
Thousands of quotes,
poems, anecdotes, trivia
and other information
rated and available 24
hours a day.


Quotations:                http://www.bartleby.com/
Search for specific
words in the Bartlett's
Quotation collection, or
browse a list of famous
quotes by speaker name
Quotes:                    http://www.quoteland.com/

This is another one of
our favorite quote sites
Movie Quotes:              http://www.imdb.com/Sectio


                                                  27
Search for some of the       ns/Quotes/
lines in your favorite TV
show or movie
Bible and Koran:             http://www.hti.umich.edu/ind
Search the full text of the ex-all.html
King James or Revised
Standard Version of the
Bible; the Book of
Mormon; and the Koran
Library of Congress:
Search the library of        http://lcweb2.loc.gov/ammem
congress for all types of    /index.html
information
History:                     http://www.historychannel.co
Supplies brief historical    m/thisday/
information for today or
any other date and a list
of celebrity birthdays for
the date (from the
History Channel Web
site).
Historical Atlas:            http://users.erols.com/mwhite
Historical atlas of the      28/20centry.htm

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20th century contains a
significant amount of
information about our
worlds history
General Search:            http://www.itools.com/resear
Search biographies,        ch/
topics, encyclopedias,
quotes and much more in
this general information
portal
General Reference:         http://www.libraryspot.com/a
                           lmanacs.htm
Useful statistics about
nearly everything
Newspapers:                http://newslink.org/
Search newspapers from
all over the world
Surveys:                   http://
				
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