BBA Business Communication Study Material Speeches Prepared vs Impromptu : Most Important Topic BBA Communication Notes and Study Material in English Language.
Bba Business Communication:- Speeches Prepared vs Impromptu
- There are innumerable occasions for making speeches, both prepared and impromptu.
- The six cardinal questions/points that a speaker has to keep in mind are – what? Why? When? How? Where? Who?
- Clarity, simplicity concreteness, effortless grace, brevity, informality, enthusiasm, attention to the nonverbal aspects of speech, effective use of language, emotional stability and sharing of experience – these are the characteristics of all good speeches.
- All speeches have a three – part structure. The three parts are – beginning, middle and end.
- The structure of typical chairperson’s speech can be stated like this:
Beginning – welcome
Middle – (a) an overview of the current economic scene.
(b) A brief history of the organization.
(c) The main problems or achievements of the company during the period under review.
(d) Any changes to be reported.
(e) Rights issue, dividend etc.
(f) A look to the future.
End/conclusion – thanks to all the listeners and concerned parties
6. All ‘chairpersons’ speeches follow almost the same pattern. But depending upon the speaker/writer’s attitude and command of language, the degree of their effectiveness differs.
7. One can always improve one’s power of speech by emulating great speakers.
8. One has to make more impromptu speeches than prepared ones.
9. By repeated practice, organizing our thought, visualizing ourselves in impromptu speaking situation, giving examples from our experience, showing genuine interest in the audience, remembering quotations, jokes and incidents from the lives of great persons, keeping an eye on the listeners patience level, checking ourselves from pontificating and being brief we can become adept in making impromptu speeches.
10. We can always distinguish between the occasions that requires preparation and the ones suitable for impromptu speeches.
There are innumerable occasions on which is required to make a speech. These occasions may be formal or informal, and the speaker may be given enough time to prepare or to make himself available at the right moment. On the other hand it may also be that the speaker gets hardly any time to prepare. In that case he has to think on the spur of the moment and say something meaningful, appealing, and appropriate for the occasion. The audience may be large or small, invited by an open notice/invitation or selected on the basis of certain well laid out criteria/qualifications/membership norms. The speech itself may be lengthy or short, emotive or matter or fact, well illustrated or suggestive. Whatever the occasion and the nature of the speech, the spoken word is the most powerful/effective medium of communication, having immense flexibility, adaptability and possibilities of interpretation depending on many factors. Written communication, on the other hand, does not have such flexibility. That is why the spoken word has immediate impact and ‘moves’. As Emerson has said, “Speech is power: speech is to persuade to, convert, to compel”.
The world of business is full of opportunities/occasion ‘to persuade, to convert, to compel’. The first and foremost aim of all communication is to persuade that literally means to cause someone to do something that he is at first unwilling to do by giving him good reasons for doing it.
It is exactly on this principle that all business depends. A sale man, for example, has to make use of all language resources at his command to make persuasive speeches to sell his goods. Mangers, industrialist, chairpersons/managing directors have to make speeches at company meetings, inaugurations, conferences etc. they may also have to make some sudden announcements and give reasons for their action or call a meeting to discuss the policy decisions taken by the government. In the unfortunate event of some worker’s demise or disaster befalling the country they have to make appeal to all to extend their support, both moral and monetary. In the same way they may have to make congratulatory/felicitous speeches to mark an occasion of jubilation like flagging off a sponsored rally or the company bagging a national/international award. Whatever the occasion, a speech has to be made, and it may be prepared or impromptu. But one thing is certain every speech has a certain plan or pattern of structure. In this connection it is worth while remembering the following oft –quoted words of Rudyard Kipling:
“I keep six honest serving – men
(They taught me all I knew):
Their names are what and why and when
And how and where and who”.
- Take care of the six cardinal questions
The stanza given above poses the six cardinal questions that every one proposing to make a speech must ask himself. Once he is his mind about the answers to these questions he will be able to have the desired effect. Given below are these cardinal questions that give rise to many other implied questions:
|Cardinal Question||Implied Questions|
|What?||What do I wish to communicate? Have I thought about the content of my message? What facts and figure should I put forth?|
|Why?||Why should the audience listen to me? Why have I chosen to speak to them?|
|When?||Have I taken care of the timing of my speech? When are the listeners most likely to be interested? At what point of time should I say what they really would be interested in?|
|How?||How can in best convey my message? Have I taken care to couch my message in the most persuasive language? Have I planned the beginning, middle and end of my speech? Do I need any audio visual aids to make my speech effective?|
|Where?||Where have I to speak? Or, in other words, what is the physical context of my communication? Will the audience be comfortable at the venue announced? Is the hall/room well lighted and fitted with adequate sound system?|
|Who?||Who am in going to speak to? Do I have to speak to an individual, or several persons, or a large audience? What are the interests and expectations of the audience?|
- Be clear and organized
Once the questions and their implications stated above have been taken care of, the speech will automatically turn out to be clear and effective. After all clarity is the very life of all speech and writing. Moreover, it also to be always kept in mind that no listener/reader likes to be caught up in a jumble of confused thinking. It is, basically a question of mental training and logical thinking that come from all good education. Specially in the world of business clarity of thought is the greatest asset. All powerful speakers religiously stick to the principle – ‘Be Clear’.