The Consummate Communicator

The Consummate Communicator Effective Events Planner Viris V. Clarke- Ellis, M.Ed., Dip. Ed., B.Sc. Public Speaking Coach

THE COMMUNICATION PROCESS • MESSENGER • MESSAGE • MESSAGE RECEIVER

PROFILE OF THE MESSENGER • ARTICULATE • KNOWLEDGEABLE • CONFIDENT • FLEXIBLE • CREATIVE • AWARE/ADAPTABLE • PROTOCOL SENSITIVE

BECOMING THE IDEAL MESSENGER • LEARN PROTOCOL • WRITE EFFECTIVE SPEECHES • LEARN PRESENTATION TECHNIQUES

CHARACTERISTICS OF THE MESSAGE • APPROPRIATELY TITLED • SUITABLY PACKAGED • AUDIENCE SENSITIVE • FUNCTION SPECIFIC • HAVE SPECIFIC GENERIC STRUCTURE • OPENING • BODY - CLOSE

SPEECH BASICS ELEMENTS OF A WELL-STRUCTURED SPEECH Viris V. Clarke- Ellis, M.Ed., Dip. Ed., B.Sc. Public Speaking Coach

1 TOPIC SELECTION 6 2 EVALUATION RESEARCH 5 3 DELIVERY WRITING 4 REHEARSAL THE SPEECH CYCLE

1 TOPIC SELECTION THE TOPIC • Pre-selected or open topic? • Helps to focus presentation • Helps to put points in context • Can be drawn from any source KEY: BE SURE TO KNOW BEFORE YOU GO!

2 RESEARCH RESEARCH Seek the info! • FOR PREPARED SPEECH: • Get you facts from credible sources • May include quotations, anecdotes, facts/figures • FOR IMPROMPTU SPEECH: • Draw on personal experiences, conversations & reflections KEY: MAKE SURE IT’S RIGHT BEFORE YOU WRITE!

How you say dis again? 3 WRITING WRITING • Whole speech or pointers? • Think about your audience • Write ‘til you get it right! • Use reference material - dictionaries, etc. • Arrange material logically • Keep the style simple! • Be careful what you include… KEY: MIX IT ‘TIL YOU FIX IT!

4 REHEARSAL REHEARSAL • This is the way we • do it!! • Practice, Practice, Practice!! • Listen to yourself • Memorise your content • Time yourself • Be present at the venue early • Check the equipment KEY: PRACTICE CAUSES IMPROVEMENT !

5 DELIVERY This is the way we do it!! DELIVERY • Deliver with confidence • Connect with your audience • Watch your stance • Speak clearly • Avoid clichés! • Acknowledge protocols KEY: YOU KNOW IT. NOW LET THEM KNOW IT!

6 EVALUATION Oh I think they liked it!! EVALUATION • Assess audience reaction • Assess presentation • Room for improvement? • Better next time – always! KEY: GETTING IT RIGHT IS A PROCESS…

1 TOPIC SELECTION 6 2 EVALUATION RESEARCH 5 3 DELIVERY WRITING 4 REHEARSAL THE SPEECH CYCLE

ELEMENTS OF A SPEECH • Opening • Should grab the audience’s attention • Must set the stage for the speech • Body • Expand on three or four points • Present facts, data, quotations etc. • Closing • Leave a lasting impression • Must have a definite ending

TYPES OFSPEECHES Viris V. Clarke- Ellis, M.Ed., Dip. Ed., B.Sc.

INTRODUCTIONS • Must have • an opening • a body • a close • Can be: • Introduction of a speaker • Introduction of one person to another • Introduction of oneself

GREETINGS • A short speech (2-3 minutes) • Usually on behalf of a group or an individual • Also has an opening, a body and a close • Must congratulate, commend and charge • Must be function-specific

THE TOAST A short speech (2-3 minutes) honouring achievement • DO: • be sincere • Look at the person • being toasted • Use humour • Get personal • Keep your • audience interested • DON’T: • be excessive in • praise • Include jokes in • bad taste • Get too personal • Be too long

VOTE OF THANKS A short speech (<2 mins.) to thank participants • Points to Note: • Avoid clichés • Do not redo or repeat the presenter’s speech • Avoid itemising if list is long • End by thanking everyone generally

KEYNOTE ADDRESS • A longer speech (15-20 minutes) • Must be audience-specific • Speaker must relate to, and identify with, audience • Must hold audience’s attention • Should be as humorous as the occasion allows • Speaker must do homework • Also opening, body and close

FUNERAL SPEECHES • To honour and celebrate the life of the deceased • To bring comfort to those who are grieving • Only positive things should be said • Highlight worthwhile character traits and achievements • May be a eulogy, a tribute or a remembrance.

THE EULOGY • Praise or celebration of the deceased • Opening: biographical data • Body: character of the individual • Challenges faced and overcome • Must help audience to deal with the tragedy • Be honest. Do not create a saint! • Close: offer hope to the mourners • Prepare carefully • If personal, have someone on standby • Stick to your style • Do not expect applause

PROTOCOL Viris v. Clarke- Ellis, M.Ed., Dip. Ed., B.Sc. (PROCEDURE/CODE OF CONDUCT/ ETIQUETTE/RULES/ MODUS OPERANDI/ PRACTICES)

PROTOCOL: • Is the order of conduct of ceremonies • Intends to uphold the civilities between states and their officials • Allots each person his/her proper social place • Must be closely observed in all its facets • Eliminates embarrassment, confusion and conflicts

EVENT PLANNING: STEPS • Brainstorming • Forming working groups or committees • Contacting involved parties • Preparing invitations • Preparing the programme

STEP 1 - BRAINSTORMING • 5 – 10 persons • State purpose of session • Accept suggestions • Avoid criticisms • Leave with ideas to be acted on

STEP 2 - COMMITTEES • Give specific tasks • Tasks must be clearly defined • Select committee chair • Chair should know who to report to, and when

STEP 3 - CONTACTING • As soon as plans are streamlined and committees running smoothly • Inform participants of expectations • Seek their inputs

STEP 4 - INVITATIONS • Must come from the highest authority (e.g. Board of Management) • Must have invitee’s correct title • Must have invitee’s correct address

STEP 5 – THE PROGRAMME • Observe arrival, seating and speaking protocols • Stick to schedule • Ensure participants do the same • Make contingency plans • Respect time of attendees

ORDER OF PRECEDENCE • NATIONAL LEADERS • MEMBERS OF THE CLERGY • SPECIAL GUESTS • HOST • GUESTS OF HONOUR E.G. GRADUATING CLASS • LADIES AND GENTLEMEN

STYLES OF ADDRESSRecipients of National Honours

STYLES OF ADDRESSHolders of National Office

A NOTE ABOUT MAKING SPEECHES…

IT WAS A PLEASURE SHARING WITH YOU Viris V. Clarke- Ellis, M.Ed., Dip. Ed., B.Sc. PUBLIC SPEAKING COACH

The Consummate Communicator