“and now a few words from our sponsor” (audible groans I as ascend the stage)
… or “Les, we thought we’d kick of the training session -as you’re here- with a few words from you”
I think I’ve been introduced this way over a hundred times in my management career. I was rarely warned, and rarely prepared. But I coped. At the beginning badly, but as time and experience wore on, I coped better.
If you’re a manager, you have probably had to “say a few words”. Often you have no notice of this. You may be a sponsor and asked to say a few (superfluous) words from the sponsor. Or you’re the responsible person for a project or training and you’re asked to start or conclude a meeting with your wit and wisdom.
The best advice I have is keep it short and simple.
I attend many formal and informal events where managers are invited to say a few words… the worst impressions are made by those who either unfold a thick wad of speech notes (audible groan from the audience) or those who are unprepared and whose presentation can turn into a long, disorganized, lifeless list of unconnected thoughts.
You can find a lot of advice out there on how to give a big speech on front of a big audience that’s NOT what this is about. Big speeches some with the time for preparation. Its the little impromptu talks that we are forced into that I’d like to address. The talks that you are asked to do that take a few minutes addressing a small group — almost always with little or no warning.
The next time this happens to you, here are seven things to keep in mind.
1. Strip it down.
There’s an unfortunate temptation in a short speech to try to cram everything you have to say into a short time. Instead of trying to make the time fit the speech (by talking quickly or taking more time), however, recognize that you have to make your remarks fit the time allotted. If you’ve got five minutes to talk, you shouldn’t have more than three main points. A two minute introduction should make one clear point.
Tip: If your short speech is longer than this article, it’s too long.
2. Plan and rehearse.
This applies whether you have five days notice before your speech or 30 seconds. If you’re surprised to be called on to speak, your planning might consist only of conjuring up your three main points while someone else is trying to get everyone’s attention and introduce you, but that’s definitely better than nothing. Ideally, you want to plan everything you’re going to say, rehearse in front of other people, and rewrite over and over. Short memorable speeches are very hard to compose.
Tip: Don’t fall into the trap of thinking that short remarks require less preparation. In fact, giving a good short speech can be harder than giving a long one.
Tip: if you are the most senior person there, or representing someone or something- mentally prepare yourself to make a short speech. Even if you don’t its good practice thinking on your feet.
3. Make it Shorter.
I’ve heard more than my fair share of speeches, I don’t think I have ever thought to myself , “I wish that speech had been longer.” As a speaker, keep track of time, and don’t ramble. If you’ve run out of time to make a major point, either work it into the questions people have for you afterward, or send a follow-up note to the members of the audience.
Tip: Take the length of time you’ve been asked to speak for, and cut it down by 20 percent in your preparations.
4. Use milestones.
For a five minute speech, you want to organize in roughly one-minute intervals, and you want to offer milestones to the audience at the top of each minute. You get one minute for your introduction, during which you explain what you plan to say. Then you get another minute for each for your three main points. That last 60 seconds can be used either for a short conclusion, or as a buffer in case you run long.
Tip: Use verbal cues to keep the audience on track. Phrases that seem obvious on the written page can be much more helpful in oral remarks: such as “I’d like to highlight three relevant points today”, and “That was the first point. Now we’ll talk about the second of my three points.” “And in conclusion”. (My own favourite was starting a speech with “I shall be brief” but make sure you are)
5. Show. Don’t tell.
For a short speech, I generally like to have something physical to show the audience — a relevant article in today’s newspaper, couple of photos, any relevant prop, anything that gives the audience’s eyes something to focus on other than your face. Think of the difference between announcing, “Yesterday, we signed an important deal,” versus holding up a ballpoint pen and saying, “With this pen, our company made history yesterday when we signed a huge five-year contract.” (Or else, raise your coffee cup and proposing a toast, rather than just making an announcement). It can be a little bit corny, granted, but it’s much more memorable.
Tip: If you use props, you almost always want to use them first or early in your remarks. Don’t distract the audience and have them wondering what the projector is for, or why you are holding a newspaper or a vacuum cleaner (or whatever your prop may be).
6. Make it personal.
You do not need to bare your soul, but in almost every short speech there is an opportunity to connect on a personal level with your audience. Don’t be afraid to allow emotion to enter into your voice if appropriate. If the news is good, say you’re happy and proud (especially proud of your audience); if you have to share something sad or infuriating, make your tone and your expressions match the news.
Tip: A few short words can be enough to make a connection. Simply saying with sincerity something like, “On a personal note, I’m so incredibly proud of this group” or “I can’t tell you yet how we will overcome this challenge, but I can tell you for damn sure we will find a way” — depending on the circumstance — can be enough.
7. Speak up.
All of your preparation, cutting, organizing, and emotion goes for naught if people can’t hear you. If you have good audio equipment, use it- have the person introducing you test the equipment first. If not, at least start out by asking whether people can hear your voice. One trick: Ask the audience to raise their hands if they can hear you well. If you see a patch of people somewhere without their hands up, you know there’s an issue you need to address.
Tip: Remember that ensuring everyone can hear is your responsibility. Project your voice, and if you find that people in the back can’t hear what you have to say consider moving to the center. If you run into trouble and can’t find a solution, cut your remarks short, and find a way to follow up later.
So these are the seven key things I have used in my life of “saying a few words”. Please share your ideas on making memorable your few words.