Writing for public speaking
If you write a convoluted paragraph in a text for readers, they can slowly puzzle out its meaning. If you deliver such a paragraph to a listening audience, you have lost them.
An audience that is listening – either in person or to a broadcast – has only one chance to get your message. So when you are writing for listeners as opposed to readers, every point has to be clearly made. Spoken text should be shorter and simpler. For instance, this sentence, while overly long, can be understood in print:
“A reference group – with members from local, regional and national government; civil society;
academia; and international development agencies – guided the evaluation and provided detailed and creative inputs, and improved the quality of the end result.”
To be comprehensible to a listening audience, the text needs to be broken up into several sentences and structured more simply, like this:
“A reference group was established to guide the evaluation. Its members came from regional and national government, civil society, academia and international development agencies. The group’s detailed and creative inputs improved the quality of the end result.”
An audience that is listening – either in person or to a broadcast – has only one chance to get your message. So when you are writing for listeners as opposed to readers, every point has to be clearly made. Spoken text should be shorter and simpler. For instance, this sentence, while overly long, can be understood in print:
“A reference group – with members from local, regional and national government; civil society;
academia; and international development agencies – guided the evaluation and provided detailed and creative inputs, and improved the quality of the end result.”
To be comprehensible to a listening audience, the text needs to be broken up into several sentences and structured more simply, like this:
“A reference group was established to guide the evaluation. Its members came from regional and national government, civil society, academia and international development agencies. The group’s detailed and creative inputs improved the quality of the end result.”
Delivering a compelling presentation
The best presentations are planned, prepared, practised and delivered with flair. Knowledge, experience and talent, together with preparation, lead to a successful presentation – “failing to prepare is preparing to fail.” There is nothing worse than sitting through a boring, poorly structured presentation. To avoid this, follow a few principles listed below:
Know as much as possible about your subject. Make sure the presentation conveys memorable messages, but do not overwhelm the audience. Effective and compelling presentations convey a limited number of key messages.
Use terminology that is appropriate for the audience. Explain complex ideas and illustrate with stories, if appropriate.
Make sure you understand what the target group requires and their level of knowledge. Be clear about what you are going to talk about. Are you trying to persuade donors to fund a project? Giving a status report about IFAD’s work to partners and government agencies? Each calls for a different style and content. Focus on what will persuade your audience.
In writing the text:
Know as much as possible about your subject. Make sure the presentation conveys memorable messages, but do not overwhelm the audience. Effective and compelling presentations convey a limited number of key messages.
Use terminology that is appropriate for the audience. Explain complex ideas and illustrate with stories, if appropriate.
Make sure you understand what the target group requires and their level of knowledge. Be clear about what you are going to talk about. Are you trying to persuade donors to fund a project? Giving a status report about IFAD’s work to partners and government agencies? Each calls for a different style and content. Focus on what will persuade your audience.
In writing the text:
- Use a simple sentence structure. Subject, verb, object is clearest – but do not use it exclusively or it becomes monotonous.
- Do not put subheadings in your text – you cannot read them out loud. Make sure the text flows seamlessly from point to point.
Engaging with the audience
Giving a presentation is like being an actor. You are engaging with the audience, and you want them to be engaged with you. Here are some tips:
Throughout the presentation clarify unfamiliar terms and definitions. Add humour wherever appropriate. Keep the audience interested throughout the presentation. Pause. Allow yourself and the audience a little time to reflect and think. Do not race through your presentation.
Personalize the presentation in a way the audience can relate to. Use anecdotes, humour, energy into your talk.
Show enthusiasm for your subject and put quotes and personal experiences throughout your talk. Tell stories – there is nothing more compelling than a story and it will help you gauge audience attention.
Structure your presentation so it has a:
sure everything is set up and working.
Put your watch on the podium so you can keep an eye on the time.
Speak slowly and loudly and enunciate clearly. Sound confident and speak with
conviction. Vary the tone of your voice and dramatize if appropriate.
Have handouts ready and give them out at the end of the presentation. If you distribute the handout before, the audience will start reading it and will not listen to you. Tell the audience ahead of time that you will give them handouts so they do not have to waste time taking unnecessary notes while you speak.
Plan to present for your allotted time – if you talk longer people may begin to lose patience. Rehearse the presentation in front of an audience or a mirror – but do not over-rehearse, and do not memorize the presentation, or it will sound stale and mechanical. Time yourself while rehearsing to make sure you are within your allotted time.
Anticipate questions you may be asked and prepare responses. When you are asked a question, move towards the person who asked it. Repeat the question and when appropriate rephrase it for the audience.
- Avoid putting too many modifiers before the noun; the listener cannot keep track of them. For instance, ‘The team was responsible for designing the capacity development programme’ is preferable to ‘The team was responsible for capacity development programme design’.
- Use phonetic spelling for any words that are difficult to pronounce.
- Pitch your voice as if you were speaking to the back row. Speak slowly to allow the sound to carry.
Throughout the presentation clarify unfamiliar terms and definitions. Add humour wherever appropriate. Keep the audience interested throughout the presentation. Pause. Allow yourself and the audience a little time to reflect and think. Do not race through your presentation.
Personalize the presentation in a way the audience can relate to. Use anecdotes, humour, energy into your talk.
Show enthusiasm for your subject and put quotes and personal experiences throughout your talk. Tell stories – there is nothing more compelling than a story and it will help you gauge audience attention.
Structure your presentation so it has a:
- Beginning: where you break the ice. Capture the audience’s attention, connect with them and clarify your objective. Prepare a concise beginning and consider using an anecdote or a question.
- Middle: where you convey your key messages in a logical sequence, each point building on the preceding one, using clear and simple language.
- End: where you repeat your objective, summarize your key messages and end the presentation on a high note.
sure everything is set up and working.
Put your watch on the podium so you can keep an eye on the time.
Speak slowly and loudly and enunciate clearly. Sound confident and speak with
conviction. Vary the tone of your voice and dramatize if appropriate.
Have handouts ready and give them out at the end of the presentation. If you distribute the handout before, the audience will start reading it and will not listen to you. Tell the audience ahead of time that you will give them handouts so they do not have to waste time taking unnecessary notes while you speak.
Plan to present for your allotted time – if you talk longer people may begin to lose patience. Rehearse the presentation in front of an audience or a mirror – but do not over-rehearse, and do not memorize the presentation, or it will sound stale and mechanical. Time yourself while rehearsing to make sure you are within your allotted time.
Anticipate questions you may be asked and prepare responses. When you are asked a question, move towards the person who asked it. Repeat the question and when appropriate rephrase it for the audience.