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A Complete Guide: How to Speak Effectively?

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Dr. Sasidharan Murugan
Dr. Sasidharan Murugan

Effective communication is a cornerstone of success in both personal and professional realms. In this presentation, we delve into the art of speaking effectively. Whether you’re addressing a large audience, leading a team meeting, or engaging in one-on-one conversations, mastering the skill of effective speech can significantly impact your outcomes. Key Points: Purposeful Planning: Understand your audience, define clear objectives, and craft a compelling message. Preparation: Rehearse your content, create engaging visual aids, and minimize reliance on notes. Delivery Techniques: Speak clearly, maintain eye contact, and use body language to connect with your listeners. Structuring Your Presentation: Organize your content logically, ensuring a smooth flow. Tailoring to Your Audience: Adapt your communication style to resonate with your specific audience. Visuals and Rehearsal: Utilize impactful visuals and practice your delivery to enhance message clarity. Remember, effective speaking isn’t just about words—it’s about connecting, inspiring, and leaving a lasting impression. Let’s explore the art of speaking effectively together!

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Presented by Dr.M.Sasidharan
Objective • To Understand the Knowledge & Develop the Skills to Speak Effectively
Topics Covered • Introduction • Know your Audience • Writing your Speech • Structuring your Speech • Tips for Speaking Effectively • Voice & Body Language • Handling Questions & Answers • Introducing a Speaker & Vote of Thanks • Persuasive Presentations • Conclusion
INTRODUCTION
Speaking Used while Communicating Used while Presenting
Importance of Speaking in Communication Speaking 30% Listening & Observing 40% Reading 21% Writing 9% Elements of Communication
Importance of Speaking in Presentation
Why People are Uncomfortable while Speaking? • No Knowledge – Language – Vocabulary – Grammar – Pronunciation – Gestures • Lack of Skills (External) – What to Speak & How to Speak • No Confidence (Internal) – Fluency – Shyness – Fear of Personality, Authority, Designation, Event, Situation, Place – Limiting Belief “I Can’t”
Preparing for your Speech 1. Know your Audience 2. Writing your Speech 3. Structuring your Speech
KNOW YOUR AUDIENCE
1. Know your AUDIENCE • Who are they? How many will be there? Analysis • What is their knowledge of the subject? Understanding • What is their age, sex, educational background? Demographics • Why are they there? What is their Interest? Interest • Where will I stand & how is the audience sitting? Environment • What are their needs and objective of listening to you? Needs • What examples, data & stories you will use? Customized • What do they expect to learn or hear from you? Expectations
WRITING YOUR SPEECH
2. Writing your Speech 1. Assemble 2. Arrange 3. Assimilate Based on the AUDIENCE Analysis use the 3A Formula to write your speech
1st Assemble the Content to Speak • Internal Source i.e. Look out for : – Real Life Examples – Personal and Professional Life Experience – Stories & Humour – Innovative Ideas – Audio & Visuals • External Source i.e. Look out for: – Internet & Google – Books, Magazines and Newspapers – Friends & Colleagues – Ideas fro other Speakers Speech
2nd Arrange the Assembled Content • Order your Content • Draft slides/cue cards on paper – Introduction (define problem, present a “carrot” ) – Body (How to solve the Problem) – Technicalities (more depth Inputs) – Conclusion (review and wrap up)
3rd Assimilate the Arranged Content • Editing it for Clarity & Correctness • Fine-tuning it for Conciseness • Timing the Voice Modulation, Pauses & Stops • Practicing it
STRUCTURING YOUR SPEECH
How to Structure your Speech • The Structure of your Speech is like a Flight Journey 1. Grounding 2. Smooth Take off 3. Comfortable Flight 4. Safe and Successful Landing
Introduction – the Grounding • Smile and get the audience Attention • Look around and arouse the audience Interest • Build Rapport by starting with a story, example or incident the engages them
Beginning – the Smooth Take Off • “Tell them what your going to tell them” • An indication of the structure of your talk
Main Body – the Comfortable Flight • “Tell them” • The Major Points to be shared • The support Data • The examples, references and visual aids
Conclusion – the Safe & Successful Landing • "Tell them what you’ve told them" • Questions and Answers if any • Summary of points • Action steps to be taken • Take away Message
TIPS FOR SPEAKING EFFECTIVELY
Tips – How to Begin your Talk • Start with an Incidence from your own life experience – “3rd June 1992 my Final Results were announced..” • Arouse Curiosity – “That was a dark & chilly Saturday morning…” – “I am not here to give a talk on…” • Start with Data, Facts & Statistics – “Just Rs.4.5 and Mangalyaan is successfully into Mars..”
Tips – How to Begin your Talk • Start with a Question, related to audience need – Do you say “Yes” when you want to say “No”? • Start with showing an object connected with the topic – Rs.1000/- note, A Certificate, A Car Key • Start with “Silence” / “Long Pause” – Just look into the audience eyes & Keep Smiling for a few seconds before starting your talk
Tips – How to Begin your Talk • Start with a Picture displayed on the Projector Screen or Display Board – Ex: “Taj Mahal” or “Mahatma Gandhi” or “Butterfly” – “What does this picture remind you of?” • Pay a sincere compliment, Use the Environment – “Delighted to be with a group of people who are…” • Start with a Story, Poem, Quotation, or Humour
Tips – How to Conclude Your Talk • Deliver a Convincing summary • Restate the Key Benefits • Throw down a Challenge – “Will you be able to achieve this in the next 5 days?” • Use a motivating statement – “With every body present here, ready to take action, I’m sure we will …”
Tips to overcome Stage Fright & Nervousness • Its alright to be nervous – its energy • You appear Confident than you Feel • Be message conscious rather than self conscious • Loosen tense muscles – shrug it off • Your audience wants you to succeed • Focus on your Breathing
Now you have to Speak Effectively, so • Speak Clearly • Speak Simply • Speak Unhurriedly • Avoid repetition • Use your Voice
VOICE AND BODY LANGUAGE
The 4 P’s of Voice Modulation • Speed of your delivery PACE • Depth of your Voice PITCH • Gives Emphasis & Dramatic effect PAUSE • Speaking from Abdomen POWER Gives your voice Mood and Meaning
Voice while Speaking • Aim your voice at the wall of the last row • Keep Changing your: – Speed – Pitch – Volume • A pause works wonders instead of “uh”, “ah”…
It’s what you “Don’t Say” that Counts
Overall Body Language while Speaking • You are the FOCUS of Audience Attention • Whatever you Say, Show or Do, matters • Use of Body language – Your Eye Contact with the audience at large, – Your Gestures and Facial Expression, – Your Appearance and Attire – Your Posture, how you stand/move
Prepare a Two Minutes Talk • Working as a Team • New Policy/System introduced • Importance of Training • Customer Service • Failures – Breakdown or Breakthrough • Time Management • Communication • Or any relevant topic
HANDLING QUESTIONS & ANSWERS
Fielding with the Questions • Anticipate questions • Acknowledge the person & question • Repeat / Restate Questions • Defer specific questions until after talk • Be patient with stupid questions
Providing Answers • Keep Answers short • If vague question, ask clarification/e.g. • Avoid debates • Acknowledge alternative views • Invite the audience to answer • It’s OK to say “I don’t know.”
The Q & A Strategy • Listen Attentively • Limit one person at a time • Don’t allow the lime-light or the platform to be taken away from you • Never cut off, or ridicule or be defensive • Never leave an issue hanging
INTRODUCING A SPEAKER & VOTE OF THANKS
Why do you Introduce a Speaker • To get the audience Attention favourably • To Underline the Importance of the Topic • To Indicate the Competence of the Speaker
How to Introduce a Speaker • Familiarize yourself with the Speaker, his/her name, background and the bio-data • Be Enthusiastic, Energetic and warm as it helps build the speakers image • Practice the Introduction, so that you are clear & accurate in your pronunciation and do not fumble while delivering
Vote of Thanks • The shorter the better • Should make a positive contribution to the speaker, the audience and the occasion • Make it Brief & Crisp
PERSUASIVE PRESENTATIONS
The 4 E’s of Persuasive Speech 1. Energy 2. Enthusiasm 3. Eye Contact 4. Examples
CONCLUSION
Where to focus more and why? • Focus on spoken word… because 70% of all our communication efforts are: – Misunderstood, – Misinterpreted, – Rejected, – Disliked, – Distorted or – Not heard (in the same language, same culture)!
Set a Speaking Goal • Facing the Audience is always Risky • Set a Goal to speaking for yourself for the next 6 months and measure your Improvement & Effectiveness..!
Designed & Developed

More Related Content

A Complete Guide: How to Speak Effectively?

  • 2. Objective • To Understand the Knowledge & Develop the Skills to Speak Effectively
  • 3. Topics Covered • Introduction • Know your Audience • Writing your Speech • Structuring your Speech • Tips for Speaking Effectively • Voice & Body Language • Handling Questions & Answers • Introducing a Speaker & Vote of Thanks • Persuasive Presentations • Conclusion
  • 6. Importance of Speaking in Communication Speaking 30% Listening & Observing 40% Reading 21% Writing 9% Elements of Communication
  • 7. Importance of Speaking in Presentation
  • 8. Why People are Uncomfortable while Speaking? • No Knowledge – Language – Vocabulary – Grammar – Pronunciation – Gestures • Lack of Skills (External) – What to Speak & How to Speak • No Confidence (Internal) – Fluency – Shyness – Fear of Personality, Authority, Designation, Event, Situation, Place – Limiting Belief “I Can’t”
  • 9. Preparing for your Speech 1. Know your Audience 2. Writing your Speech 3. Structuring your Speech
  • 11. 1. Know your AUDIENCE • Who are they? How many will be there? Analysis • What is their knowledge of the subject? Understanding • What is their age, sex, educational background? Demographics • Why are they there? What is their Interest? Interest • Where will I stand & how is the audience sitting? Environment • What are their needs and objective of listening to you? Needs • What examples, data & stories you will use? Customized • What do they expect to learn or hear from you? Expectations
  • 13. 2. Writing your Speech 1. Assemble 2. Arrange 3. Assimilate Based on the AUDIENCE Analysis use the 3A Formula to write your speech
  • 14. 1st Assemble the Content to Speak • Internal Source i.e. Look out for : – Real Life Examples – Personal and Professional Life Experience – Stories & Humour – Innovative Ideas – Audio & Visuals • External Source i.e. Look out for: – Internet & Google – Books, Magazines and Newspapers – Friends & Colleagues – Ideas fro other Speakers Speech
  • 15. 2nd Arrange the Assembled Content • Order your Content • Draft slides/cue cards on paper – Introduction (define problem, present a “carrot” ) – Body (How to solve the Problem) – Technicalities (more depth Inputs) – Conclusion (review and wrap up)
  • 16. 3rd Assimilate the Arranged Content • Editing it for Clarity & Correctness • Fine-tuning it for Conciseness • Timing the Voice Modulation, Pauses & Stops • Practicing it
  • 18. How to Structure your Speech • The Structure of your Speech is like a Flight Journey 1. Grounding 2. Smooth Take off 3. Comfortable Flight 4. Safe and Successful Landing
  • 19. Introduction – the Grounding • Smile and get the audience Attention • Look around and arouse the audience Interest • Build Rapport by starting with a story, example or incident the engages them
  • 20. Beginning – the Smooth Take Off • “Tell them what your going to tell them” • An indication of the structure of your talk
  • 21. Main Body – the Comfortable Flight • “Tell them” • The Major Points to be shared • The support Data • The examples, references and visual aids
  • 22. Conclusion – the Safe & Successful Landing • "Tell them what you’ve told them" • Questions and Answers if any • Summary of points • Action steps to be taken • Take away Message
  • 23. TIPS FOR SPEAKING EFFECTIVELY
  • 24. Tips – How to Begin your Talk • Start with an Incidence from your own life experience – “3rd June 1992 my Final Results were announced..” • Arouse Curiosity – “That was a dark & chilly Saturday morning…” – “I am not here to give a talk on…” • Start with Data, Facts & Statistics – “Just Rs.4.5 and Mangalyaan is successfully into Mars..”
  • 25. Tips – How to Begin your Talk • Start with a Question, related to audience need – Do you say “Yes” when you want to say “No”? • Start with showing an object connected with the topic – Rs.1000/- note, A Certificate, A Car Key • Start with “Silence” / “Long Pause” – Just look into the audience eyes & Keep Smiling for a few seconds before starting your talk
  • 26. Tips – How to Begin your Talk • Start with a Picture displayed on the Projector Screen or Display Board – Ex: “Taj Mahal” or “Mahatma Gandhi” or “Butterfly” – “What does this picture remind you of?” • Pay a sincere compliment, Use the Environment – “Delighted to be with a group of people who are…” • Start with a Story, Poem, Quotation, or Humour
  • 27. Tips – How to Conclude Your Talk • Deliver a Convincing summary • Restate the Key Benefits • Throw down a Challenge – “Will you be able to achieve this in the next 5 days?” • Use a motivating statement – “With every body present here, ready to take action, I’m sure we will …”
  • 28. Tips to overcome Stage Fright & Nervousness • Its alright to be nervous – its energy • You appear Confident than you Feel • Be message conscious rather than self conscious • Loosen tense muscles – shrug it off • Your audience wants you to succeed • Focus on your Breathing
  • 29. Now you have to Speak Effectively, so • Speak Clearly • Speak Simply • Speak Unhurriedly • Avoid repetition • Use your Voice
  • 30. VOICE AND BODY LANGUAGE
  • 31. The 4 P’s of Voice Modulation • Speed of your delivery PACE • Depth of your Voice PITCH • Gives Emphasis & Dramatic effect PAUSE • Speaking from Abdomen POWER Gives your voice Mood and Meaning
  • 32. Voice while Speaking • Aim your voice at the wall of the last row • Keep Changing your: – Speed – Pitch – Volume • A pause works wonders instead of “uh”, “ah”…
  • 33. It’s what you “Don’t Say” that Counts
  • 34. Overall Body Language while Speaking • You are the FOCUS of Audience Attention • Whatever you Say, Show or Do, matters • Use of Body language – Your Eye Contact with the audience at large, – Your Gestures and Facial Expression, – Your Appearance and Attire – Your Posture, how you stand/move
  • 35. Prepare a Two Minutes Talk • Working as a Team • New Policy/System introduced • Importance of Training • Customer Service • Failures – Breakdown or Breakthrough • Time Management • Communication • Or any relevant topic
  • 37. Fielding with the Questions • Anticipate questions • Acknowledge the person & question • Repeat / Restate Questions • Defer specific questions until after talk • Be patient with stupid questions
  • 38. Providing Answers • Keep Answers short • If vague question, ask clarification/e.g. • Avoid debates • Acknowledge alternative views • Invite the audience to answer • It’s OK to say “I don’t know.”
  • 39. The Q & A Strategy • Listen Attentively • Limit one person at a time • Don’t allow the lime-light or the platform to be taken away from you • Never cut off, or ridicule or be defensive • Never leave an issue hanging
  • 40. INTRODUCING A SPEAKER & VOTE OF THANKS
  • 41. Why do you Introduce a Speaker • To get the audience Attention favourably • To Underline the Importance of the Topic • To Indicate the Competence of the Speaker
  • 42. How to Introduce a Speaker • Familiarize yourself with the Speaker, his/her name, background and the bio-data • Be Enthusiastic, Energetic and warm as it helps build the speakers image • Practice the Introduction, so that you are clear & accurate in your pronunciation and do not fumble while delivering
  • 43. Vote of Thanks • The shorter the better • Should make a positive contribution to the speaker, the audience and the occasion • Make it Brief & Crisp
  • 45. The 4 E’s of Persuasive Speech 1. Energy 2. Enthusiasm 3. Eye Contact 4. Examples
  • 47. Where to focus more and why? • Focus on spoken word… because 70% of all our communication efforts are: – Misunderstood, – Misinterpreted, – Rejected, – Disliked, – Distorted or – Not heard (in the same language, same culture)!
  • 48. Set a Speaking Goal • Facing the Audience is always Risky • Set a Goal to speaking for yourself for the next 6 months and measure your Improvement & Effectiveness..!