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Preparation
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How to put the message over effectively
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Dealing with nerves
4.1 Preparation
There is a saying that goes: “To fail to prepare is to prepare to fail.” This is probably more true of
speaking to groups than any other activity you may become involved in at work.
But what do you need to prepare and how do you do it? Rudyard Kipling’s famous quote may
provide a clue:
“I keep six honest serving men; they taught me all I know. Their names are what and why and
when and how and where and who.”
Why? Deciding the Objective
The very first thing to get clear in your mind is the objective of the talk. There will be a general
objective as well as a specific objective relating to the subject matter.
General objectives would fall into one of the following categories:
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To persuade or sell
. To teach
. To stimulate thought
. To inform
. To entertain Whatever your general objective is, you always need to try and entertain your audience. This does not mean cracking poor jokes every other sentence. It does, however, mean that the material must be put over in such a way that it is interesting and people want to listen. It is a good idea to write down the objective of the talk in one sentence. By doing so, you can get the following benefits:
. It clears the speaker’s mind right at the start.
. Selection of material can be based on fulfilling the objective.
. When your notes are complete, you can again check that you are meeting your original aim.
Who? Researching the Audience
Anyone who has sat a talk and wondered if they are in the right room will know the importance
of this question.
The audience or group you are talking to is the most important people in the whole exercise.
What should you know about them?
. How many of them are there?
. Why are they there? Did they go there voluntarily? Were they sent to listen?
. What is their knowledge of the subject of the talk?
. What are their expectations of the talk and speaker?
. What age range and sex are they? All the above points will determine the material used and the approach to the talk. For example, a computer expert talking to other computer experts about the latest technology will be able to use far more technical language than would be possible when talking to a group of non-experts. You have a duty to those who listen to you to make sure your talk is pitched at the right level for them.
Where? Preparing the Environment
It is important where the talk is going to take place. There may not always be a choice of venue but it is vital to make every effort to see it, especially if it is somewhere you have not spoken
before.
The following points need consideration:
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Practising. One’s voice can sound disembodied in large echoing rooms. It is better to have tried your voice out before than be put off by it when you start to speak with the audience present.
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How Things in the Room Work. On a very practical level, it is useful to know where the light switches are and how the blinds draw if you are using slides or films. Find out how the windows open and close or how the air conditioning works so you can regulate the temperature if necessary.
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Distractions. Become aware of any likely distractions for you and your audience. A speaker who can see interesting things happening outside the window is likely to find it harder to concentrate on the audience.
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