FIVE TOOLS TOOL 1
Why?
âSometimes when Iâm talking, my words canât keep up with my thoughts. I wonder why we think faster than we speak.. Probably so we can think twice.â
Bill Watterson
Have you ever been in a situation where your boss has come up to you and asked you to make a presentation, but you never knew why? Were you on the verge of panicking? Did words appear in your head that arenât repeatable? Itâs certainly happened to me on occasions.
Why stand up and speak?
My simple suggestion to you is this â if someone asks you to stand up and speak on any subject from 30 seconds to a couple of hours, ask yourself the question âWhy?â Or perhaps if youâre employed, ask the person asking you to speak âWhy?â
Here is my advice: if you canât answer the question âWhy?â whatever you do, donât agree to speak! Just donât do it!
If you donât know why youâre standing up to speak in the first place, is it fair to say that the audience probably wonât understand why youâre talking to them either? Because if you donât know, you can be sure that they wonât know!
People sometimes say to me, âOh, you mean the point of the speech?â
No, itâs nothing to do with the point of the speech ⌠this is about you as an individual. What is driving you to stand up?
The six serving men of Rudyard Kipling â who, what, when, where, why, and how â are very useful words, and why is the most powerful.
Ask yourself the following questions:
- Whatâs in it for the audience?
- Whatâs in it for you?
- What are the benefits to the audience to listen to you?
- Understand why you have been asked to speak
- Understand why they chose you
Think about the answers to these questions.
Whatâs in it for the audience?
Yes, there is the issue of purpose, weâve already talked about that â in relation to the presentation itself â but what can you add to this presentation?
The secret is to know what you offer the audience. What will they get if you make this presentation that they wouldnât get from anyone else?
Once youâre clear about that you should be able to answer the second question.
Whatâs in it for you?
What will you gain from making the presentation? If the answer is ânothingâ, then donât do it. Say âthank you for askingâ and suggest someone else who would be suitable.
If your job depends on it, then you might want to ask the person making the request what the benefits for your career progression will be.
Having said this, there is usually something for you in any presentation you make. We all learn from doing things, we learn what works and what doesnât. We learn how to present information in a way that engages our audiences and we hone our skills as speakers, so donât just write off a presentation as being âof no use at allâ. If you want to get something from it, youâll find something of value to you.
What are the benefits to the audience to listen to you?
Think about what your knowledge will give the audience. Be specific! What benefits can you offer them that they wonât get any other way? This is an extension of the first question, but you really need to pin down the detail here.
Imagine youâre sitting in the audience yourself. What would make you feel that sitting still for this presentation had been really worth it?
This might include specific facts that you can give them; it might be the ability to explain a particularly complex concept in simple language; it might be that you can tell a story that will help them to remember critical information better; it might be â well, you know your own skills â what else might they get from listening to you?
Understand why you have been asked to speak
If youâve asked the person who has suggested that you should make this presentation, you may have already got the answer to this. Although it may not be all of the answer!
There are many reasons why people are asked to make presentations.
- It could be that you have a particularly good voice to listen to (although that alone is not a good enough reason for you to agree to make a presentation).
- It may be that you have a particular bank of knowledge that will ensure that the audience get more from the presentation than if someone less knowledgeable were to make it (thatâs a good reason).
- It might be because you have a particular role or status in your organisation that will lend credibility to the message (this might be a good reason if you have the relevant knowledge as well).
- It might be because you are someone that people respect and listen to (again, not a good enough reason on its own, but alongside sufficient knowledge, could be added value).
- It may be because someone feels that if you are not asked you will be upset or angry.
Iâm sure you can come up with lots more reasons why people are asked to make presentations â not all of them valid.
The question is do you think that the reason for you being asked to speak is a good one? Can you see why you would be a good choice for this presentation?
If you canât, maybe you need to ask some more questions.
Understand why you!
This may seem to be the same question as the last one â but it isnât! Understanding why someone else has asked you to speak is only half of it. You need to understand that they are right.
Once youâve found out the reason behind the request, can you accept that the reason is a good one? Does it make sense to you that you should make this presentation?
If you still donât see that you are the right person to make this presentation then you really ought to say âNoâ.
If you have doubts, your audience will quickly sense that and it will devalue your presentation. Better not to make a presentation than to make a poor one.
I said in the introduction to the book that my favourite speaker is typically a charity coordinator, who works with their charity as a volunteer because theyâre passionate about the cause. They probably also have a day job.
The end to this story is that, after they have been scared to death facing their number one fear, they sit back down next to someone who will always say, âThanks for taking the time to come and see us â I donât know how you speak in front of all these people Iâm sure I could never do it.â
⌠and then they hear the magic words,
âBut itâs clear to me you are passionate about the charity and care for the people it serves.â
You see it doesnât matter how technically good you are â itâs all about why youâre speaking. The audience will support and respect you if itâs clear you believe in what youâre saying and you have their interests at heart âŚ
Five simple tips to help you understand âwhy you?â
- Donât skimp on this part of the process â take the time you need.
- When you understand, ask others to say what they think but be careful whom you choose.
- Recognise your passions are not always as strong in others. Accept where people are at.
- If you use emotive words to describe your âwhyâ â live them. You can only be passionate, or not. You canât be âquite passionateâ.
- Donât underestimate yourself. If you believe itâs worth speaking about, it probably is!
So Tool Number One is to understand why youâre being asked to speak and why youâre the right person to speak.
TOOL 2
Point!
âWhen you have an important point to make, donât try to be subtle or clever. Use a pile driver.
Hit the point once. Then come back and hit it again.
Then hit it a third time â a tremendous whack.â
Winston Churchill
Whatâs the point of your speech?
Have you ever listened to somebody and thought they were great? Perhaps they were funny, entertaining even. Yet when you are asked what the point of the speech was, you couldnât put your finger on it? Are you sure there was one?
Before you get started you need to have a clear idea of where your presentation is going. A very powerful phrase is one coined originally by Stephen Covey and is âStart with the end in mindâ.
- Understand the key message first
- Split the key message into the relevant parts of its make up
- Make one key point per part
- List them together and see if they make sense
- If not go back to the first item in this list!
Letâs look at these in more detail:
Understand the key message first
This will make the rest of your presentation planning relatively easy. Now think about this â if you could only tell your audience one critical piece of information, what would it be?
Once youâve got that clear in your mind you will have identified your key message.
Most speakers have a number of points to make, but the good ones are all contributing to one main message. What is yours?
I always liken this to a favourite trip or holiday.
Sometime I will ask my audience â has anyone flown to Disneyland recently?
Nearly always someone has in the last twelve months
I ask them some questions:
What airline? What flight number? Which airport? And so on.
Then I ask this question:
âOnce you were through security and they have called your flight; if you had walked up to the plane and no one was there and the plane had no visible sign of where it was going â would you get on it?â
Everyone always says âNo!â
So my question to you is simple; why would you start a speech if you didnât know its destination?
Yet so many people see the end as a means to sit down whereas the truth is that the end is the most important part. Itâs when you arrive at Disneyland for the audience â itâs the bit they actually remember if you let them!
So âStart with the end in mind!â
Split the key message into the relevant parts
Once you have your key message clear in your head, you will need to split it up into sections. Not too many, but all must be focused on getting that key message across.
The two most obvious examples of this are:
- Tell them what youâre going to tell them
- Tell them
- Tell them what you told them
This is particularly good for informational type presentations. An alternative approach is âpast, present, futureâ:
- Address a current problem
- Explain the pain associated with that problem
- Suggest the best solution
- Confirm the result
This is a better approach for a persuasive/sales approach.
Make one key point per part
Now you have your âskeleton planâ you need to put some flesh on the bones. What will be the point of each of the parts you have created? Each must stand alone, whilst at the same time contributing to the main key message.
So if youâve chosen the âpast, present, futureâ approach you now need to establish what happened in the past that needed to change and why. Describe it, explain the pain.
Now you need to tell them what is going on now, and what steps are being taken to change the situation that used to exist. Usually whatâs happening now is not the end of the journey â but there must be some real, and interesting, detail about how things are moving on and getting better. Or, at the very least, firm pl...