How to Prepare a Speech

Preparing for a speech is not difficult when you follow a defined process. The steps below have been tested and proven effective. Relax and continue reading to learn how to structure your speech and manage the common nervousness that comes with public speaking.

Be clear about the occasion for your speech. A good start begins with understanding the type and purpose of your speech. Whether it is a personal story, informative presentation, persuasive argument, or ceremonial speech, knowing this is crucial.

• Personal story. A personal narrative is simply a story about yourself. If you are asked to tell a personal story, consider the purpose behind it. Are you trying to impart a lesson, share wisdom, inspire, or simply entertain?
• Informative speech. There are two types of informative speeches: explanatory and descriptive. If your speech is explanatory, you should present a process, how something works, or how something is created so that the audience can follow each step. If it is descriptive, your goal is to help the audience understand a complex topic by breaking it down into smaller, more manageable parts.
• Persuasive speech. If your goal is to persuade, you need to convince the audience to accept and act on the beliefs, opinions, and behaviors you support.
• Ceremonial speech. Ceremonial speeches come in many forms. They could be congratulatory speeches at weddings, tributes, graduation speeches, or farewell messages. These are usually brief and focus on entertaining, inspiring, or making the audience appreciate a person, event, or cause more deeply.

Select a topic that captures the audience's interest. If you have the choice, pick a topic that will engage and excite your audience. Sometimes, you may not have the liberty to choose your topic and will be assigned one. In this case, you need to find ways to grab the audience’s attention on the subject you are tasked with presenting.

Set a clear objective. Write a sentence about what you want your audience to achieve. It could be as simple as "I want the audience to understand the four criteria they should consider when buying diamonds" or "I want to persuade the audience to avoid fast food for a month." These sentences may seem straightforward, but they serve two purposes: guiding you as you begin writing your speech and reminding you to stay focused on your audience throughout the preparation process.

Always think about your audience. It’s a waste of time and energy to prepare a speech that the audience will not remember. You must constantly find ways to make what you say interesting, useful, relevant, and memorable to them.

• Read the news. If you can relate your speech to current events, it will highlight its relevance to the audience.
• Use statistics effectively. Incorporating statistics in your speech can have a powerful impact, and that impact is even stronger if you provide examples that help the audience visualize those numbers. For instance, you might say that around 7.6 million people die from cancer worldwide each year, and to make that number more impactful, you could add that it is the same as the entire population of Switzerland.
• Point out the audience’s benefits. Let your audience know exactly what they will gain from listening to your speech so they will stay engaged. Tell them they will learn ways to save money, or how your insights will make their lives easier in some way, or how they will gain a new perspective on a person or issue.

Fully understand your topic. Sometimes, all you need to do is sit down, focus, and write down all your ideas. But if you're speaking on a topic you're not familiar with, you’ll need to research to gain a deeper understanding of it. Often, you’ll find yourself somewhere between the two scenarios.

Research from multiple sources. The internet is a valuable resource for finding information for your speech, but don't stop there. As a student, take advantage of your school’s library or other libraries. Many public libraries offer access to databases containing thousands of articles. If you have a library card, you can access these resources for free. Consider interviewing an expert in the field you're researching or conducting a survey. The more sources you use to gather information, the higher your chances of success. Additionally, incorporating various research channels will help expand your speech.

Avoid plagiarism. Remember to cite the sources of any information you use in your speech. To do this, keep track of where the information comes from and refer to those sources when needed.

Decide whether to write an outline or a complete script. Informative and persuasive speeches can be written as outlines, while speeches for ceremonies should be written as full scripts.

• Writing an outline. When outlining, simply list the main points of your speech. For example, if your topic is "I want my audience to understand the four criteria they should consider when buying diamonds," you would list the four criteria: "Cut", "Color", "Clarity", and "Carat weight". Under each bullet point, provide additional details for the audience.
• The outline can be written in full sentences or as brief phrases. Alternatively, you can write full sentences first, then convert them into an outline in your notes by using only the necessary words and prompts.
• Complete script. For speeches at ceremonies, you need to write the entire speech out as the wording for such events is crucial. Your task is to inspire, entertain, or show respect to someone, so it’s essential to say exactly what you want and prepare thoroughly to maximize your success.
• Review old writing books and refresh your knowledge of literary devices such as similes, metaphors, repetition, and other rhetorical techniques. These tools can have a strong impact on your speech.
• Be mindful of common mistakes when reading from a script. With a full page of text in front of you, it's easy to make basic mistakes like focusing too much on reading and forgetting important gestures like looking up at the audience, making eye contact, or engaging their attention. Practice will help you avoid such mistakes.

Ensure your speech covers all essential sections. A speech consists of three main parts: the introduction, the body, and the conclusion. Make sure to prepare each section thoroughly.

• Introduction. A good introduction typically includes two key elements: grabbing the audience's attention and providing a general overview of the speech content.
• Capturing audience attention. The most important task in the introduction is engaging your audience. There are various ways to do this: ask a question, present something surprising, share a shocking statistic, use a relevant quote, proverb, or tell a short story. Take time to decide how you'll capture your audience's attention, as drawing them in from the beginning makes the rest of the presentation easier.
  • Provide an overview. An overview is like a preview of the key points your audience will encounter in the speech. Provide general information about the main ideas without getting into specifics. You’ll elaborate on these points in the body of the speech. This section can be summarized in a single sentence.
• Body. The body of the speech is the “main course.” The points you outlined in your speech plan or script will form the structure of the body. You can arrange the body content in various ways: chronological order, step-by-step, from most to least important, cause and effect, etc. Choose the organization method that best serves the purpose of your speech.
• Conclusion. In the conclusion, there are two objectives to achieve. You shouldn’t introduce new information but rather summarize what you've already discussed in a memorable way.
  • Summarize. Repetition is a powerful tool to help your audience remember key points. In the introduction, you introduce the general content; in the body, you expand on those points; and in the conclusion, you summarize them for emphasis.
  • End with a strong point. The final point should be a clear, memorable statement indicating the end of your speech. One effective method is to tie it back to the introduction to reinforce the attention you initially captured. This creates a satisfying and effective conclusion to your speech.

Select visual aids that assist the audience's understanding. There are many reasons to use visual aids. They can make your message clearer, help the audience retain the information, engage visual learners, and make your presentation more persuasive. Be sure to understand the purpose of each visual aid you choose to use in your speech.

Use visual aids that are suitable for your speech. Visual aids are incredibly useful, but it’s important to choose the right ones. For instance, in a speech about diamonds, if you want your audience to understand the four criteria for selecting a diamond, you should show a chart illustrating where gem cutters shape diamonds, or display images comparing different types of diamonds, such as transparent, white, and yellow ones, so that the audience can see the differences in color. On the other hand, displaying an image of a jewelry store isn’t very helpful.

Be cautious when using PowerPoint software. PowerPoint is an incredibly useful tool for presenting images, charts, and graphs. However, there are several common mistakes presenters make when using PowerPoint that can easily be avoided if you pay attention to them.

• Don’t read everything on your slides. We’ve all experienced speeches where the speaker simply reads the slides, which makes the audience bored and distracted. Instead of reading slides, use charts to introduce, reinforce, and emphasize key points. Remember, slides should be a support tool, not a full script of your speech.
• Ensure your audience can read your slides. Use a font size that’s easily readable, and avoid overcrowding the slide with too much information. If the audience can’t read or fully view your slides, they won’t be able to follow along.
• Use simple slide transitions. Special effects like images sliding, zooming, or changing colors can be attention-grabbing, but they can also distract the audience. Limit the use of special effects. Slides should support your speech, not take center stage.

Invest ample time in preparation. The more time you dedicate to practice, the more confident and less anxious you will feel. A general rule of thumb is to spend about one to two hours preparing for each minute of your speech. For instance, a 5-minute speech would require 5 to 10 hours of preparation. This preparation time includes all steps, with rehearsal making up just a portion of it.

• Set aside time for practice. If you're prone to procrastination, you might find yourself with little or no time to rehearse before presenting your speech. This lack of preparation could leave you feeling unready and anxious.

Practice speaking in front of an audience. Whenever possible, rehearse your speech in front of your family and friends. If you seek feedback, be specific about the areas where you'd like them to comment so you won't feel overwhelmed by their suggestions.

• Make eye contact with the audience. Nothing engages the audience like eye contact from the speaker. While practicing your speech, focus on your family and friends as your audience. It will take some practice to glance at your notes or outline, grasp key points, and then present them while maintaining eye contact with the audience. This is one reason why rehearsal is so important.
• If you're unable to rehearse in front of others, try reading your speech aloud during practice. You don’t want your actual speech day to be the first time you hear yourself speak. Additionally, speaking aloud allows you to correct mispronounced words, practice clear articulation, and manage your speech’s timing (since we tend to speak faster when we’ve memorized the content).

Adjust your speech if necessary. Practicing your speech also gives you the opportunity to make adjustments as needed. If you feel your speech is too long, consider trimming it down. Conversely, if your speech feels too short or lacks sufficient detail, you can add more content. Additionally, with each practice session, your delivery will slightly change, which is completely natural. Remember, you're human, not a robot, so don’t aim for perfection in every word. The key is to communicate your message in an engaging and memorable way.

Physical Activity. When we're anxious, it's common to experience physical reactions like a racing heart, rapid breathing, and shaky hands before a speech. These responses are completely normal and triggered by the release of adrenaline when the body senses a threat. To help ease this, try moving around a bit to help the adrenaline dissipate.

• Clench and release. Make a fist with both hands, hold for a few seconds, then release. Repeat several times. You can also tighten the muscles in your calves and then let them relax. Each time you release, you should feel the tension reduce.
• Deep breathing. Adrenaline causes shallow breathing, which can increase feelings of anxiety. Break this cycle by taking deep breaths. Inhale deeply through your nose, filling your stomach with air. Once your stomach is full, hold your breath and expand your chest. Finally, exhale slowly, releasing air from your chest, then your lungs, and finally your belly. Repeat this process five times.

Focus on your audience. Believe it or not, the success of your speech doesn't depend on the speaker but on the audience. It's crucial to engage them from the very beginning and observe their non-verbal cues—do they understand what you're saying? Do you need to slow down? Are they agreeing with you? Do they feel comfortable when you move closer to build a stronger connection? When you're fully absorbed in your audience, there won't be time for anxiety or nervousness to take over.

Use visual aids. You may have planned to incorporate visual aids; if not, you should consider it. For some people, using visuals can reduce anxiety because it shifts the focus away from them as the sole center of attention, sharing the stage with the visual elements.

Practice visualization. This step simply involves mentally rehearsing a successful speech. Close your eyes and picture yourself sitting before your presentation. You hear your name being called or introduced. Imagine standing up confidently, grabbing your notes, and walking to the stage. You stop briefly to ensure your notes are in order, making eye contact with your audience. Then, envision yourself delivering your speech smoothly from start to finish. When it's over, you confidently thank the audience and return to your seat.

Stay optimistic. Even if you're feeling anxious, try to avoid negative self-talk. Instead of saying, 'This speech is going to be a disaster,' tell yourself, 'I've done my best to prepare for this speech.' Rather than saying, 'I'm so nervous,' say, 'I feel nervous, but I know this is a common feeling before speaking, and it won't stop me from delivering my best performance.'

• Negative thoughts have significant power—it's estimated that you need five positive thoughts to counteract one negative thought. So, make a conscious effort to steer clear of negativity.

• When practicing, speak out loud and clearly as if you're addressing an entire room, making sure everyone can hear your speech.
• Deliver your speech with energy instead of reading directly from a script.
• Dress appropriately. Your appearance can make a significant difference.
• Ensure your speech is coherent and meaningful.
• Use language that suits your personal style. Avoid using words you don't usually say.
• If necessary, use notes, but make sure you've practiced beforehand. Rehearse in front of your parents, spouse, kids, your cat, or even in front of a mirror.
• Engage the audience by asking questions. For example, if you're talking about smartphones, you might ask, 'Have you seen the latest iPhone model from Apple?' or 'Has anyone used the GPS system on the LG 223?'
• Everyone feels nervous when speaking in public. Consistent practice is the key to success.
• Try to keep the majority of your speech lighthearted or at least interesting, so the audience doesn't get bored.
• Record your speech and review it to see what areas need improvement, like the frequency of eye contact with your audience.