Managers encounter a variety of speaking situations in the work environment. This manual offers instruction in giving briefings, preparing and presenting technical speeches, motivating a team, giving a status report and speaking to a hostile group.
Project 1 - The Briefing
Time: Eight to ten minutes for speech, five minutes for question-and-answer
Briefings are common in business, and they usually serve one of these purposes: to impart information, gain acceptance of a plan, promote a specific action, promote understanding, or train a group. Prepare your material so it accomplishes the desired objective. Most briefings include a question and answer session. Prepare as carefully for this portion of the briefing as you did for the briefing itself.
- Apply the key steps in the preparation of a briefing and the organization of material.
- Give a briefing according to a specific objective so the audience will have an understanding of the information.
- Effectively handle a question-and-answer session following the briefing.
Project 2 - The Technical Speech
Time: Eight to ten minutes
Technical speeches follow an inverted pyramid structure. The main ideas are covered at the beginning, including conclusions and recommendations. This is followed by analysis, then details that expand on the conclusions and recommendations. Keep the speech simple, and write for the "ear." Words should be easily understandable, with active verbs and descriptive adjectives. Keep sentences short.
- Convert a technical paper or technical material and information into a technical speech.
- Organize a technical speech according to the inverted-pyramid approach.
- Write a technical speech as "spoken language," not as an article.
- Give the speech by effectively reading out loud.
Project 3 - Manage and Motivate
Time: 8 to 10 minutes
Managers draw the best from people by motivating them to produce. You can inspire and motivate your employees to help them reach the organization's goals. Your presentation should show your listeners that your goals are similar to theirs. Get their attention, tell stories about people who have achieved in spite of adversity, dramatize your words, and call them to action.
- Understand the concept and nature of motivational method in management.
- Apply a four-step motivational method with the objectives to persuade and inspire.
- Deliver a motivational speech to persuade the audience to agree with your management proposal.
Project 4 - The Status Report
Time: 10 to 12 minutes
A status report reviews progress made against objectives, plans against results, and the nature of new opportunities. The report's structure is simple: beginning with its purpose, followed by its scope, findings and recommendations. Avoid introductory generalities, broad background or chronological narrative. Keep to the point and reinforce your recommendations.
- Organize and prepare a status report involving the overall condition of a plan or program, or performance of a department or company in relation to goals.
- Construct the report according to a four-step pattern.
- Give an effective presentation of the report.
Project 5 - Confrontation: The Adversary Relationship
Time: Five minutes for speech, 10 minutes for question-and-answer period.
Sometimes a manager may be asked to speak to a group that is hostile to his company, product or service. In such situations your goal is to show the opposition a new way of viewing ypur side, not necessarily to convince them that you are right. Determine the one message you want the audience to remember, and reinforce it throughout your presentation. Research and anticipate every possible question that could be asked and prepare your answers beforehand.