The boss’s phone rings.

You happen to be passing and you pick it up.

“Is Gary there?”

“No, he’s not around”

“Well, it’s Andrea here, the HR Director and Gary is due to present his department’s roles and responsibilities to the new Graduates in 30 minutes. Can you hunt him down? Otherwise, I need someone else to stand in for him. Ring me back in 5 minutes and tell me what’s going on”

The phone goes dead.

You don’t know where Gary is.

Panic and fear set in.

Your heart starts racing.

30 minutes!

What shall you do?

Where do you start?

You’ll have to do the presentation, after all you are Gary’s deputy.

Can you just imagine it?

In 30 minutes, you have to write a presentation and stand up in front of an audience of strangers.

Could you do it?

Many successful public speakers and presenters can make speeches with very little notice.

 

Photo courtesy of  matsuyuki

There is a proven system, here it is:

1. Identify your main objective.

Every speech has a specific purpose and that’s why you are publicly speaking. It could be to sell your services, communicate and get buy-in on a new idea or simply sharing exactly what your services are.

What’s was Gary’s main purpose?

Andrea said, “communicate the departments’ roles and responsibilities”.

But it’s more than that, isn’t it?

We want the Graduates to know the type of service this area offers. That will help them with their induction to the company, make them feel wanted, give them a great first impression of the department and company.

You may be trying to attract some of them to join your department.

Find out the main purpose of the presentation.

2. What do you want your audience to do at the end of your speech?

It might be to buy your services – so maybe give them something for free first.

It might be to agree the next steps to implement a new idea.

Or in Gary’s case, it may be to get them to join your department.

Whatever it is, ensure you inform your audience exactly what you want them to do at the end.

“I have a free report for you…right here”

“There are two roles available for Graduates in my department. We take the Graduate in-take seriously so for those of you, who are interested to know more about the roles, just contact me.”

“Anyone who would like to know a little more on the departments services, just contact me anytime. Here’s my card.”

Have you ever contacted someone who has said that at the end of a presentation?

I don’t suppose you have. Not many people do make contact.

So as the presenter, don’t just say “There are two roles available for Graduates in my department. We take the Graduate in-take seriously so for those of you, who are interested to know more about the roles, just contact me.”

Add a very short story about someone who did contact you and what happened:

“A Graduate contacted us after last year’s presentation, she joined the department and she has never looked back. In fact, she is one of the Team Leaders of the department. She loves the role."

Do you think if they hear that someone contacted you and that happened, they will be more inclined to contact you this time?

Ok, now you have your purpose and your ending.

Next:

3. Add the key details / information.

Just ask the questions:

• What?
  

• Who?
  

• When?

• Where?
  

• Why?
  

• How?

For example:

What is the service you provide to your customers?

Who are the key staff in the department?

When are your customers most satisfied or dissatisfied?

Where is the department based and where do your customers reside?

Why does your department exist?

How does your department fit in with other areas?

Add some real stories and facts to add substance to what you are presenting.

4. Turn your key details / information into benefits.

Your audience are thinking, “yeah, what is in this for me and so what, anyway”

“So what that you provide your customers with the facility to scan in documents?”

“So what that your department is on the 17^th floor of the north tower?”

“So what that you only support customers between the 10.00am and 16.00 pm?

Keep asking so what to all your details and information and turn them into benefits.

5. Write an effective opening

Get the audience on your side with an effective opening. The more the audience likes you the more likely they will agree with you and do what you want.

Open with a short story relating to your department.

Open with a question for your audience.

Never ever, say “Sorry, I’m here for someone else and bear with me because I’m not very well prepared”

That’s it, you have written your speech in 5 minutes.

You have your purpose.

You have your opening, a short story or question for the audience.

You have your benefits.

You have your closing.

You know exactly what you want your audience to do at the end of the speech.

Now take a few seconds to jot down some notes and deliver that winning speech.