Preparing a speech in word

Master the skill of speech to text in Microsoft Word and you’ll be dictating documents with ease before you know it. Developed and refined over many years, Microsoft’s speech recognition and voice typing technology is an efficient way to get your thoughts out, create drafts and make notes.

Just like the best speech to text apps that make life easier for us when we’re using our phones, Microsoft’s offering is ideal for those of us who spend a lot of time using Word and don’t want to wear out our fingers or the keyboard with all that typing. While speech to text in Microsoft Word used to be prone to errors which you’d then have to go back and correct, the technology has come a long way in recent years and is now amongst the best text-to-speech software.

Regardless of whether you have the best computer or the best Windows laptop, speech to text in Microsoft Word is easy to access and a breeze to use. From connecting your microphone to inserting punctuation, you’ll find everything you need to know right here in this guide. Let’s take a look…

How to use speech to text in Microsoft Word: Preparation

The most important thing to check is whether you have a valid Microsoft 365 (opens in new tab) subscription, as voice typing is only available to paying customers. If you’re reading this article, it’s likely your business already has a Microsoft 365 enterprise subscription. If you don’t, however, find out more about Microsoft 365 for business via this link (opens in new tab). 

The second thing you’ll need before you start voice typing is a stable internet connection. This is because Microsoft Word’s dictation software processes your speech on external servers. These huge servers and lighting-fast processors use vast amounts of speech data to transcribe your text. In fact, they make use of advanced neural networks and deep learning technology, which enables the software to learn about human speech and continuously improve its accuracy. 

These two technologies are the key reason why voice typing technology has improved so much in recent years, and why you should be happy that Microsoft dictation software requires an internet connection. 

Once you’ve got a valid Microsoft 365 subscription and an internet connection, you’re ready to go!

Step 1: Open Microsoft Word

Simple but crucial. Open the Microsoft Word (opens in new tab) application on your device and create a new, blank document. We named our test document “How to use speech to text in Microsoft Word — Test” and saved it to the desktop so we could easily find it later.

Step 2: Click on the Dictate button

Once you’ve created a blank document, you’ll see a Dictate button and drop-down menu on the top right-hand corner of the Home menu. It has a microphone symbol above it. From here, open the drop-down menu and double-check that the language is set to English.

One of the best parts of Microsoft Word’s speech to text software is its support for multiple languages. At the time of writing, nine languages were supported, with several others listed as preview languages. Preview languages have lower accuracy and limited punctuation support.

Step 3: Allow Microsoft Word access to the Microphone

If you haven’t used Microsoft Word’s speech to text software before, you’ll need to grant the application access to your microphone. This can be done at the click of a button when prompted.

It’s worth considering using an external microphone for your dictation, particularly if you plan on regularly using voice to text software within your organization. While built-in microphones will suffice for most general purposes, an external microphone can improve accuracy due to higher quality components and optimized placement of the microphone itself.

Step 4: Begin voice typing

Now we get to the fun stuff. After completing all of the above steps, click once again on the dictate button. The blue symbol will change to white, and a red recording symbol will appear. This means Microsoft Word has begun listening for your voice. If you have your sound turned up, a chime will also indicate that transcription has started. 

Using voice typing is as simple as saying aloud the words you would like Microsoft to transcribe. It might seem a little strange at first, but you’ll soon develop a bit of flow, and everyone finds their strategies and style for getting the most out of the software. 

These four steps alone will allow you to begin transcribing your voice to text. However, if you want to elevate your speech to text software skills, our fifth step is for you.

Step 5: Incorporate punctuation commands

Microsoft Word’s speech to text software goes well beyond simply converting spoken words to text. With the introduction and improvement of artificial neural networks, Microsoft’s voice typing technology listens not only to single words but to the phrase as a whole. This has enabled the company to introduce an extensive list of voice commands that allow you to insert punctuation marks and other formatting effects while speaking. 

We can’t mention all of the punctuation commands here, but we’ll name some of the most useful. Saying the command “period” will insert a period, while the command “comma” will insert, unsurprisingly, a comma. The same rule applies for exclamation marks, colons, and quotations. If you’d like to finish a paragraph and leave a line break, you can say the command “new line.” 

These tools are easy to use. In our testing, the software was consistently accurate in discerning words versus punctuation commands.

Summary

Microsoft’s speech to text software is powerful. Having tested most of the major platforms, we can say that Microsoft offers arguably the best product when balancing cost versus performance. This is because the software is built directly into Microsoft 365, which many businesses already use. If this applies to your business, you can begin using Microsoft’s voice typing technology straight away, with no additional costs. 

We hope this article has taught you how to use speech to text software in Microsoft Word, and that you’ll now be able to apply these skills within your organization. 

• You can use speech-to-text on Microsoft Word through the «Dictate» feature.
• With Microsoft Word’s «Dictate» feature, you can write using a microphone and your own voice.
• When you use Dictate, you can say «new line» to create a new paragraph and add punctuation simply by saying the punctuation aloud.
• If you’re not satisfied with Word’s built-in speech-to-text feature, you can use a third-party program like Dragon Home.
• Visit Business Insider’s Tech Reference library for more stories.

While typing is certainly the most common way to create and edit documents in Microsoft Word, you’re not limited to using a keyboard. 

Word supports speech-to-text, which lets you dictate your writing using voice recognition. 

Speech-to-text in Word is convenient and surprisingly accurate, and can help anyone who has issues typing with a typical keyboard. 

You can use speech-to-text in Microsoft Word in the same way on both Mac and PC.

Check out the products mentioned in this article:

Apple Macbook Pro (From $1,299.00 at Apple)

Acer Chromebook 15 (From $179.99 at Walmart)

How to use speech-to-text on Word using Dictate

Make sure you have a microphone connected to your computer. This can be built-in, like on a laptop, or a separate mic that you plug into the USB or audio jack. 

It doesn’t matter which type you use, though the best kind of mic to use is a headset, as it won’t need to compete with as much background noise as a built-in microphone.

1. In Microsoft Word, make sure you’re in the «Home» tab at the top of the screen, and then click «Dictate.»

Dave Johnson/Business Insider

2. You should hear a beep, and the dictate button will change to include a red recording light. It’s now listening for your dictation. 

Dave Johnson/Business Insider

3. Speak clearly, and Word should transcribe everything you say in the current document. Speak punctuation aloud as you go. You can also say «New line,» which has the same effect as pressing the Enter or Return key on the keyboard. 

4. When you’re done dictating, click «Dictate» a second time or turn it off using your voice by saying, «Turn the dictate feature off.»

You can still type with the keyboard while Dictate is on, but if you click outside of Word or switch to another program, Dictate will turn itself off.  

Want to change languages? You can click the downward arrow on the Dictate button to choose which of nine or so languages you want to speak. You might also see additional «Preview Languages,» which are still in beta and may have lower accuracy.

Dave Johnson/Business Insider

Speech-to-text alternatives

You’re not limited to using the Dictate feature built into Word. While not as popular as they once were, there are several commercial speech-to-text apps available which you can use with Word. 

The most popular of these, Dragon Home, performs the same kind of voice recognition as Word’s Dictate, but it also lets you control Word, format text, and make edits to your text using your voice. It works with nearly any program, not just Word.

Related coverage from Tech Reference:

• How to use speech-to-text on a Windows computer to quickly dictate text without typing

• You can use text-to-speech in the Kindle app on an iPad using an accessibility feature— here’s how to turn it on

• How to use text-to-speech on Discord, and have the desktop app read your messages aloud

• How to use Google text-to-speech on your Android phone to hear text instead of reading it

• 2 ways to lock a Windows computer from your keyboard and quickly secure your data

Dave Johnson

Freelance Writer

Dave Johnson is a technology journalist who writes about consumer tech and how the industry is transforming the speculative world of science fiction into modern-day real life. Dave grew up in New Jersey before entering the Air Force to operate satellites, teach space operations, and do space launch planning. He then spent eight years as a content lead on the Windows team at Microsoft. As a photographer, Dave has photographed wolves in their natural environment; he’s also a scuba instructor and co-host of several podcasts. Dave is the author of more than two dozen books and has contributed to many sites and publications including CNET, Forbes, PC World, How To Geek, and Insider.

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2. How to write a speech

By: Susan Dugdale | Last modified: 09-11-2022

— an easily followed format for writing a great speech

Did you know writing a speech doesn’t have be an anxious, nail biting experience?

Unsure? Don’t be.

You may have lived with the idea you were never good with words for a long time. Or perhaps giving speeches at school brought you out in cold sweats.

However learning how to write a speech is relatively straight forward when you learn to write out loud.

And that’s the journey I am offering to take you on: step by step.

To learn quickly, go slow

Take all the time you need. This speech format has 7 steps, each building on the next.

Walk, rather than run, your way through all of them. Don’t be tempted to rush. Familiarize yourself with the ideas. Try them out.

I know there are well-advertised short cuts and promises of ‘write a speech in 5 minutes’. However in reality they only truly work for somebody who already has the basic foundations of speech writing in place.

The foundation of good speech writing 

These steps are the backbone of sound speech preparation. Learn and follow them well at the outset and yes, given more experience and practice you could probably flick something together quickly. Like any skill, the more it’s used, the easier it gets.

In the meantime…

Step 1: Begin with a speech overview or outline

Before you start writing you need to know:

• WHO you are writing your speech for (your target audience)
• WHY you are preparing this speech. What’s the main purpose of your speech?
  Is it to inform or tell your audience about something?
  To teach them a new skill or demonstrate something?
  To persuade or to entertain?
  (See 4 types of speeches: informative, demonstrative, persuasive and special occasion or entertaining for more.)
  What do you want them to think, feel or do as a result of listening the speech?
• WHAT your speech is going to be about (its topic)
  — You’ll want to have thought through your main points and have ranked them in order of importance. And have sorted the supporting research you need to make those points effectively.
• HOW much time you have for your speech eg. 3 minutes, 5 minutes… The amount of time you’ve been allocated dictates how much content you need. If you’re unsure check this page: how many words per minute in a speech: a quick reference guide. You’ll find estimates of the number of words required for 1 — 10 minute speeches by slow, medium and fast talkers.

Use an outline

The best way to make sure you deliver a perfect speech is to start by carefully completing a speech outline covering the essentials: WHO, WHY, WHAT and HOW.

Beginning to write without thinking your speech through is a bit like heading off on a journey not knowing why you’re traveling or where you’re going to end up. You can find yourself lost in a deep, dark, murky muddle of ideas very quickly!

Pulling together a speech overview or outline is a much safer option. It’s the map you’ll follow to get where you want to go.

Get a blank speech outline template to complete

Click the link to find out a whole lot more about preparing a speech outline. ☺ You’ll also find a free printable blank speech outline template. I recommend using it!

Understanding speech construction

Before you begin to write, using your completed outline as a guide, let’s briefly look at what you’re aiming to prepare.

The basic format for writing a speech is simple. It consists of three parts:

1. an opening or introduction
2. the body where the bulk of the information is given
3. and an ending (or summary).

Imagine your speech as a sandwich

Step 2: Know who you are talking to

Understanding your audience

Did you know a good speech is never written from the speaker’s point of view?  (If you need to know more about why check out this page on building rapport.)

Begin with the most important idea/point on your outline.

Consider HOW you can explain (show, tell) that to your audience in the most effective way for them to easily understand it.   

Writing from the audience’s point of view

Ask yourself

:

• How do I need to tailor my information to meet Joe’s needs?
  For example, do you tell personal stories to illustrate your main points?
  Absolutely! Yes. This is a very powerful technique. (Click storytelling in speeches to find out more.)
• What type or level of language is right for Joe as well as my topic?
  For example if I use jargon (activity, industry or profession specific vocabulary) will it be understood?

Step 3: Writing as you speak

Writing oral language

Write down what you want to say about your first main point as if you were talking directly to Joe.

If it helps, say it all out loud before you write it down and/or record it.

Use the information below as a guide

Step 4: Checking tone and language

The focus of this step is re-working what you’ve done in Step 2 and 3.

You identified who you were talking to (Step 2) and in Step 3, wrote up your first main point.  Is it right? Have you made yourself clear?  Check it.

Please do not assume because you know what you’re talking about the person (Joe) you’ve chosen to represent your audience will too. Joe is not a mind-reader!

How to check what you’ve prepared

• Check the «tone» of your language.
  Is it right for the occasion, subject matter and your audience?
• Check the length of your sentences.
  You need short sentences. If they’re too long or complicated you risk losing your listeners.
• Have you chosen words everybody will understand?
  There are 5 cent words and $5.00 words. Why use a $5.00 one when a 5 cent one tells it better?
  Example: He «spat» = 5 cents. He «expectorated» = $5.00

  Check for jargon too. These are industry, activity or group exclusive words.

  For instance take the phrase: authentic learning. This comes from teaching and refers to connecting lessons to the daily life of students. Authentic learning is learning that is relevant and meaningful for students. If you’re not a teacher you may not understand the phrase.

  The use of any vocabulary requiring insider knowledge needs to be thought through from the audience perspective. Jargon can close people out.

• Read what you’ve written out loud.
  If it flows naturally, in a logical manner, continue the process with your next main idea. If it doesn’t, rework.
• Remember you are writing «oral language».
  You are writing as if you were explaining, telling or showing something to someone. It doesn’t have to be perfect sentences. We don’t talk like that.

  We use whole sentences and part ones, and we mix them up with asides or appeals e.g. «Did you get that? Of course you did. Right…Let’s move it along. I was saying …»

Click for more about the differences between spoken and written language.

And now repeat the process

Repeat this process for the remainder of your main ideas.

Because you’ve done the first one carefully, the rest should follow fairly easily.

Step 5: Use transitions

Providing links or transitions between main ideas

Between each of your main ideas you need to provide a bridge or pathway for your audience. The clearer the pathway or bridge, the easier it is for them to make the transition from one idea to the next.

If your speech contains more than three main ideas and each is building on the last, then consider using a «catch-up» or summary as part of your transitions.

Is your speech being evaluated?
Find out exactly what aspects you’re being assessed on using this standard speech evaluation form

Link/transition examples

A link can be as simple as:

«We’ve explored one scenario for the ending of Block Buster 111, but let’s consider another. This time…»

What follows this transition is the introduction of Main Idea Two.

Here’s a summarizing link/transition example:

«We’ve ended Blockbuster 111 four ways so far. In the first, everybody died. In the second, everybody died BUT their ghosts remained to haunt the area. In the third, one villain died. His partner reformed and after a fight-out with the hero, they both strode off into the sunset, friends forever. In the fourth, the hero dies in a major battle but is reborn sometime in the future.

And now what about one more? What if nobody died? The fifth possibility…»

Go back through your main ideas checking the links. Remember Joe as you go. Try each transition or link out loud and really listen to yourself. Is it obvious? Easily followed?

Keep them if they are clear and concise.

For more about transitions (with examples) see Andrew Dlugan’s excellent article, Speech Transitions: Magical words and Phrases .

Step 6: The end of your speech

The ideal ending is highly memorable. You want it to live on in the minds of your listeners long after your speech is finished. Often it combines a call to action with a summary of major points.

Example speech endings

Example 1:
The desired outcome of a speech persuading people to vote for you in an upcoming election is that they get out there on voting day and do so. You can help that outcome along by calling them to register their support by signing a prepared pledge statement as they leave.

«We’re agreed we want change. You can help us give it to you by signing this pledge statement as you leave. Be part of the change you want to see!

Example 2:
The desired outcome is increased sales figures. The call to action is made urgent with the introduction of time specific incentives.

«You have three weeks from the time you leave this hall to make that dream family holiday in New Zealand yours. Can you do it? Will you do it? The kids will love it. Your wife will love it. Do it now!»

How to figure out the right call to action

A clue for working out what the most appropriate call to action might be, is to go back to your original purpose for giving the speech.

• Was it to motivate or inspire?
• Was it to persuade to a particular point of view?
• Was it to share specialist information?
• Was it to celebrate a person, a place, time or event?

Ask yourself what you want people to do as a result of having listened to your speech.

For more about ending speeches

Visit this page for more about how to end a speech effectively. You’ll find two additional types of speech endings with examples.

Write and test

Write your ending and test it out loud. Try it out on a friend, or two. Is it good? Does it work?

Step 7: The introduction

Once you’ve got the filling (main ideas) the linking and the ending in place, it’s time to focus on the introduction.

The introduction comes last as it’s the most important part of your speech. This is the bit that either has people sitting up alert or slumped and waiting for you to end. It’s the tone setter!

What makes a great speech opening?

Ideally you want an opening that makes listening to you the only thing the ‘Joes’ in the audience want to do.

You want them to forget they’re hungry or that their chair is hard or that their bills need paying.

The way to do that is to capture their interest straight away. You do this with a «hook».

Hooks to catch your audience’s attention

Hooks come in as many forms as there are speeches and audiences. Your task is work out what specific hook is needed to catch your audience.

Go back to the purpose. Why are you giving this speech?

Once you have your answer, consider your call to action. What do you want the audience to do, and, or take away, as a result of listening to you?

Next think about the imaginary or real person you wrote for when you were focusing on your main ideas.

Choosing the best hook

Ask yourself, if I were him/her what would appeal?

• Is it humor?
• Would shock tactics work?
• Is it a rhetorical question?
• Is it formality or informality?
• Is it an outline or overview of what you’re going to cover, including the call to action?
• Or is it a mix of all these elements?

A hook example

Here’s an example from a fictional political speech. The speaker is lobbying for votes. His audience are predominately workers whose future’s are not secure.

«How’s your imagination this morning? Good? (Pause for response from audience) Great, I’m glad. Because we’re going to put it to work starting right now.

I want you to see your future. What does it look like? Are you happy? Is everything as you want it to be? No? Let’s change that. We could do it. And we could do it today.

At the end of this speech you’re going to be given the opportunity to change your world, for a better one …

No, I’m not a magician. Or a simpleton with big ideas and precious little commonsense. I’m an ordinary man, just like you. And I have a plan to share!»

And then our speaker is off into his main points supported by examples. The end, which he has already foreshadowed in his opening, is the call to vote for him.

Prepare several hooks

Experiment with several openings until you’ve found the one that serves your audience, your subject matter and your purpose best.

For many more examples of speech openings go to: how to write a speech introduction. You’ll find 12 of the very best ways to start a speech.

That completes the initial seven steps towards writing your speech. If you’ve followed them all the way through, congratulations, you now have the text of your speech!

Although you might have the words, you’re still a couple of steps away from being ready to deliver them. Both of them are essential if you want the very best outcome possible. They are below. Please take them.

Step 8: Checking content and timing

This step pulls everything together.

Check once, check twice, check three times & then once more!

Go through your speech really carefully.

On the first read through check you’ve got your main points in their correct order with supporting material, plus an effective introduction and ending.

On the second read through check the linking passages or transitions making sure they are clear and easily followed.

On the third reading check your sentence structure, language use and tone.

Double, triple check the timing

Now go though once more.

This time read it aloud slowly and time yourself.

If it’s too long for the time allowance you’ve been given make the necessary cuts.

Start by looking at your examples rather than the main ideas themselves. If you’ve used several examples to illustrate one principal idea, cut the least important out.

Also look to see if you’ve repeated yourself unnecessarily or, gone off track. If it’s not relevant, cut it.

Repeat the process, condensing until your speech fits the required length, preferably coming in just under your time limit.

You can also find out how approximately long it will take you to say the words you have by using this very handy words to minutes converter. It’s an excellent tool, one I frequently use. While it can’t give you a precise time, it does provide a reasonable estimate.

Step 9: Rehearsing your speech

And NOW you are finished with writing the speech, and are ready for
REHEARSAL.

Please don’t be tempted to skip this step. It is not an extra thrown in for good measure. It’s essential.

The «not-so-secret» secret of successful speeches combines good writing with practice, practice and then, practicing some more.

Go to how to practice public speaking and you’ll find rehearsal techniques and suggestions to boost your speech delivery from ordinary to extraordinary.

• Return to top

There are several different ways to prepare for a speech. You should first know your audience and determine your purpose. Once you know who you are speaking to, you can add significance to your speech and clarify your message. There are also several different methods for memorizing your speech. For example, you could write down the key points of your speech and have it ready before delivering it. But you might want to consider speaking extemporaneously, in which case you can have a rough outline of your notes on a single sheet or multiple notecards. In either case, your notes will act as a reminder of your topics and points.

Identify your purpose

Identify your purpose when preparing for a speech. A speech’s purpose depends on the topic and the audience. It may be to introduce yourself or to teach a new skill, or it could be to convince listeners to quit smoking or adopt a healthier lifestyle. Whatever the reason, it is important to identify the purpose of the speech beforehand. A clear idea of the goal will help you remain focused throughout the speech.

To start, identify your purpose. What do you want to say? Who will you be addressing? How will you achieve your goal? What is your audience’s perspective on the topic? How will you persuade them? What audience should you address? What will they be most interested in? How can you make the most of your audience’s time? Once you’ve defined your purpose, you can create a structure that will allow you to accomplish your goal and captivate the audience.

Your purpose should be clearly defined and realistic. Identifying your purpose will guide you in selecting a topic that fits your target audience. While it’s important to choose a topic based on what your audience wants to hear, you should also keep the topic as broad as possible. Remember, different audiences have different needs, so if you’re writing a speech for an audience with specific interests, you’ll want to narrow down your subject and focus.

Know your audience

When preparing for a speech, know your audience. While some audiences are very easy to identify, others may be more difficult to pin down. For example, students attending a college speech will have limited knowledge of what the world was like before the “war on terror.” However, someone in their sixties may remember the Vietnam War, social experimentation, and AIDS. It will be essential to understand their background and expectations so you can tailor your speech accordingly.

Another important aspect of speech preparation is the setting. Your audience will appreciate your efforts if you make sure that the room is comfortable. Whether you are giving a speech for a political event or a local event, it is important to know your audience. You may have to use more entertaining methods or involve them in some way during the speech. In either case, knowing your audience can make the difference between a great speech and a disastrous one.

In addition to knowing your audience’s interests and concerns, you must also understand their political mindset. For instance, if your audience is predominantly male, make sure you use language appropriate to that demographic. Avoid making sexist jokes, since these only perpetuate harmful stereotypes. In addition, be careful not to pander to the demographic interests of your audience. In addition to knowing your audience’s political views, it is essential to know their personal values.

Add significance

While preparing for a speech, you need to keep notes of facts and sources that you will use throughout the speech. This will allow you to reference them after you deliver the speech and can also prove to your audience that you have done your homework. Never copy information word for word from another source. This is considered plagiarism, which can ruin your reputation and get you expelled from a class or even fired from a job. You should keep your notes organized and easy to find during the speech. Your main argument will be the point of your speech, and you should have it ready to go.

Define your clear message

When preparing for a speech, you must first define the scope of your speech. Your speech should have a clear point and a clear goal. Then, you must group those points and organize them into a body, an introduction, and a conclusion. These three sections of your speech should have a clear focus. It’s important to use the main points of your speech to help you craft a more effective speech.

To define your clear message, make a list of points you wish to cover in your speech. Determine whether they reflect your values and beliefs. If you’re not sure about a point, your audience will sense it. Make sure your points are based on your beliefs and are passionate about them. Once you’ve determined the points you want to cover in your speech, you can then craft a more concise, focused presentation.

Establish your structure

Generally, speeches follow a set structure. These structures are based on the main points of the speech. A well-structured speech has an introduction, body, and conclusion. According to Plato, speeches are like living creatures that have a body and an introduction. In addition, the body of your speech should make sense as a whole. The next section will discuss some common organizational patterns of speeches.

As with movies, a well-structured speech will make the audience understand the main points of the speech. The climax of the speech should draw the audience in and keep them interested. Ensure that your structure builds up to a high point, and make sure to leave no gaps between major points. During the middle of your speech, you can add more details and focus to reinforce important points. Once you’ve established the overall structure of your speech, you’ll be ready to write the final draft.

To make your speech more interesting, you can introduce yourself by mentioning some of your credentials. This will give you credibility in relation to the topic. You can also mention any relevant firsthand experience you have. You can also mention previous classes or personal interests. In order to make the audience feel that you’re the right person to speak with, mention your credentials. If you’re a student, share these credentials in your introduction.

Prepare a strong opening and a strong ending

A good speech needs to have a strong opening and a solid conclusion. Unlike other forms of writing, these parts should be linked to each other in intensity and meaning. They should complement each other rather than compete with each other. In addition, you should remember to write your closing sentence at the same time you write the introduction and body of your speech. That way, you can ensure that your introduction and conclusion complement each other.

A good introduction and body will draw the audience into your speech world and hold their attention throughout the speech. A strong conclusion will bring them back into reality. The latter is important because it will make the audience remember your speech for a long time. If the speech is poorly prepared, the audience will have a difficult time remembering it. By contrast, a strong introduction and body will lay a firm foundation for a good conclusion.

The closing of a speech must be equally effective. Closings should be short, ideally no more than three sentences. These sentences should highlight your purpose and leave the audience with something they can remember. It is best to avoid using generic phrases such as “thank you” or “I’m sorry,” but try to incorporate an emotional element. Closings can be dramatic, rhetorical, or even rhetorical, but they must be connected to the topic.

Rehearse

There are two essential ways to prepare for a speech. One is to practice giving it a few times before you have to give it in a formal setting. Practicing your speech can make the process more comfortable and help you deliver it well on the day of the event. Secondly, you must time your speech run-through. A stopwatch is an essential piece of equipment, and you can find a good one online. Using a stopwatch will ensure that you speak for the allotted time, so make sure that you include every part of the speech in one run-through. You may run out of time and cut out some important content in the middle of delivering the speech, but this can be remedied by doing the right rehearsing.

It is important to understand the logical flow of your speech and the order of its main points. When rehearsing for a speech, make sure you memorize the points in a way that makes your speech flow. Try to create a bulleted outline to follow. Practice running through the outline, and embellish it as you go. As you go, you can gradually move from the outline to the full speech.

The poorer your preparation is and the less work you do, the greater the probability that no-one can relate to your speech, in a way that will make the audience forget you already during your presentation.

So, how to practice a speech? A well-prepared speech means practicing. The poorer your preparation is and the less work you do, the greater the probability that no-one can relate to your speech, in a way that will make the audience forget you already during your presentation.

Practicing your speech requires time and persistence. This is also the main reason why most public speakers prepare themselves for presentation thinking „I prepared the slides, totally last minute, but still, now I’ll just be waiting for my presentation“.

Well, this is not the best approach in the world. An ordinary person is as lazy as they can be. Therefore in today’s post, you’ll find out how to practice a speech and how to make your speech practice more effective.

Prepared speech and proper preparation

Proper preparation is the basis for making a good speech. Being properly prepared, you will avoid many potential problems. Practicing your speech is a vital part of the preparation process.

I’ve posted about how to improve public speaking skills, pointing out that you need to check the background of the audience. This means finding answers to the main questions about your listeners:

• Why are they attending?
• How much do they know about your topic?
• Have they seen anyone else making a speech on the same topic?
• What is the main benefit they can expect to get from your presentation?
• What happens before your presentation?
• What happens after your presentation
• How old are your listeners?
• Are there any gurus in the audience?

These are just a few questions to ask when analyzing the audience before your presentation.

In addition to analyzing your audience, making a speech plan, and thinking through all the preparations, you also need to practice your speech at home. This is especially true for shorter speeches.

When it comes to longer speeches, you should certainly practice making an introduction, a summary as well as review the parts you feel most uncertain about. So, now let’s talk about how to practice a speech (by the way: you can also use those tips when preparing to impromptu speech)

How to practice a speech?

Practicing your speech, it’s important to highlight ten main aspects to make your presentation more effective.

1. At first, practice in an empty room. If possible, in the room where you’ll be making your presentation

When practicing in an empty room, you don’t have to worry about what others may think. If you can use a video projector in this room and show slides, even better. Imagine keeping eye contact with the audience in the room. To practice doing this, place random photos of people on the chairs in the room.

If you get a chance to practice in the room where the actual presentation takes place, you can also get a better picture of how to use the space most efficiently. This way, you’ll be able to eliminate some of the potential problems (placement of chairs and/or tables, technical issues, etc.). If possible, prepare the room for your presentation in advance, and leave some space for moving around.

2. Practice for your presentation standing

Even if you’re at home in front of your computer, practice standing upright. That’s how you get used to not hiding your nervously trembling body parts from the audience. In addition, you will be able to practice what you can do with your hands. And most importantly – making a speech standing upright, not sitting behind the desk, has a better effect.

Also, practice moving around the room. Note that your pace should be slow and calm, this way, you’ll leave a more confident impression than when rushing around the room. If you’re planning to show slides, find a good and comfortable spot near the screen so that you can see the notes on your computer, not in front of the screen (or too far away from the screen).

3. Practice using slides and explaining their content

A prepared speech means, among other things, that you know the technique you’re planning to use. Thus, practice using slides at home and think about what you’ll be talking about. If you find yourself reading in a monotone off the slides, stop immediately and think about how to improve.

We all know that the Death by PowerPoint presentation is annoying. Therefore, always keep in mind that you are the main speaker, not the slides on the wall.

When practicing, never think „Okay, when this slide appears, I’ll be talking about this and that…“ but just talk as you have planned. And see how it goes. It won’t be easy but practice so that you keep eye contact with the audience, not the screen.

4. Prepared speech = Make using notes smoother

Remember that prepared speech means also making cue cards. Many people think using notes isn’t good. Quite the contrary, notes are your tools, and nobody cares if you have them or not. Your point is to make your notes clear so as not to mess your speech up using them. So, here are the main mistakes made when using notes:

• Notes are too general or say nothing. This means that whenever you look at your notes, you’re confused, asking yourself, „What did I mean by this sentence?“
• Too much-written text. This creates a situation in which it’s difficult to search in the long text, which means long pauses or voiced sounds, e.g., „erm…“, „hm…“, etc.
• Don’t start pulling at your notes during the presentation. Hold them firmly in your hands or on the table; as soon as you start pulling at them, the audience will notice, mistaking it for uncertainty.
• Speaking to your notes, reading from paper, and not keeping contact with the audience. The listeners want to keep eye contact with you, they don’t want you to gawk at your papers (or slides on screen).
• Don’t apologize or talk nonsense during pauses. The fact that you’re using notes is nothing unusual. It’s also fine to lose trace of what you were going to say next. Never apologize for these two things. Why? As soon as you apologize for losing trace of your thoughts, the listeners will immediately think „I see, something’s wrong!“

5. Watch your body language and think about how to use it effectively

Many public speakers face the problem of what to do with their hands, literally. So they will do basically everything with their hands that catches the eye of the audience: scratch, twist their fingers, cross their hands on the chest, etc. Basically, everything BUT what they should actually do – gesticulate.

Therefore, use your hands and body language during speech preparation as well. When doing this, remember the following:

• Explore situations for using hands: show how big or small a thing is or which point you’re talking about (first, second, third, etc.).
• Use different movements, otherwise, you’ll look like a robot. Also, predictability reduces listeners’ attention.
• Put your hands in the applause position – this is the rest position to use during pauses. As soon as you start speaking, your hands will move away from each other, each time at different distances. In larger rooms, you can make wider movements; in smaller rooms, they’ll be more humble.
• Use bold gestures that show confidence and authority. If you need to express anger, show your fist; if you need to express blame, point with a finger, etc.
• Don’t memorize your movements. Think about which movements you normally use when speaking, but don’t memorize them – the audience will get it and think you’re being ridiculous.

6. Turn on a video camera and record your presentation

“90% of how well the talk will go is determined before the speaker steps on the platform.” – Somers White

If you ask yourself a question “How to practice a speech” then don’t forget videocameras. The quickest way to improve your body language is by recording your presentation and watching it on a big screen later. These days, recording and watching your presentation is super-easy using a smartphone, that’s why I strongly recommend you to do that. The camera reveals movements that we do unconsciously.

Read more about how to be comfortable in front of a video camera here.

How to practice a speech while using a video camera?

Watch the first recorded version without sound

When you have your first recording ready, watch it without sound. Watch your face, body position, and hand movements. Watching yourself, you’ll see what needs improvement. Let a friend or family member watch with you and give you feedback.

When you’re done, repeat everything from the beginning. I can promise you that watching yourself on camera for the first time can be quite painful, but the more you do it, the more likely you’re to look at the screen at one point and think „Not at all bad”.

However, what this self-recording and analysis really does is being the best feedback about what you hardly ever notice about yourself. (read also an article “Prepared Speech: The important question of “What do I do if…”)

7. If there’s a time limit, use a stopwatch when practicing

If there’s a certain time limit, you have to stick to it. If you exceed it, you’ll be wasting the time given to other speakers or you will have to modify the schedule. Therefore, you need to keep in mind one simple rule: if you finish your presentation a bit earlier, you’ll always get bonus points. However, if you exceed your time, you’ll be doomed.

If you’re making a short speech, be sure to use a stopwatch when practicing and see how long it takes to go through one or another topic. Also, pay attention to the total time of your presentation. If you have exceeded the time, you’ll have to make your presentation shorter.

For example, you have 15 minutes for your presentation and practicing, you end up with 14 minutes and 30 seconds. Try again a few more times and don’t forget to check the time. If you’re ‘on time’, change nothing before going on stage.

Otherwise, it might happen that if you add something to your speech, you’ll be running out of time. However, if you leave something out, your presentation may end sooner than planned. Therefore, making a short prepared speech, stick to the scheduled time.

8. After practicing on your own several times, make a presentation for your friend

Or to a family member. Anyway, it must be a person you trust. Let them watch from beginning to end and take notes without interruption so that they can give feedback. If something wasn’t good, you will be able to correct it immediately.

9. Think of the answers to potential questions in advance

„Don’t start arguing, but if you are in a dead end, ask a non-related question and lean on the back of your seat with a self-satisfied smirk. While your partner is trying to figure out what’s going on, quickly change the subject.“ – Murphy’s Law

Practicing your speech, think about what your listeners could ask you and think about the answers to them. You can test potential question with your friends or family. Namely, give them a short overview of the content of your speech and ask them to ask you questions based on your overview. You’ll probably be asked a lot of questions to think about.

If you have to make more than one presentation on the same topic, put down all the questions you get asked and, in the future, try to answer these questions making a speech. This way, you’ll disarm your listeners, and, at the same time, your presentation will appear much more professional.

10. Repeat. Repeat again. And then again.

Prepared speech means Practicing it as long as it takes and then a little bit more. Therefore, don’t limit to practicing just once – practice as much as possible. So much that you get slightly tired of it.

Why is feeling slightly tired good for you? Because this is a way to counterbalance stress – you need to talk calmly and confidently. Not showing you’re tired, but being more like „I’ve done it dozens of times, and I know what I’m talking about“.

Summary: Prepared speech and question “How to practice a speech?”

Practicing your speech requires time and persistence. It may seem tedious and unnecessary, but if you want to share good emotions with your listeners, keep in mind that a well-prepared speech is what makes it possible. The poorer your preparation is and the less work you do, the greater the probability that no-one can relate to your speech, in a way that will make the audience forget you already during your presentation.

So, these were my tips to the question “how to practice a speech?”. Do you have any additional thoughts? Let us know.

Related questions

How to make a presentation? It’s always up to the speaker to decide how to make a presentation and find out what listeners like. At first, it may seem like a difficult thing to do. The less time and energy you give and the more careless you are, the greater the likelihood of making a presentation nobody enjoys. (Read more about it here)

What is the elevator pitch? An elevator pitch is a well-thought, meaningful, and repeatedly practiced brief (about 30-60 seconds long) overview of who you are, what you offer, and how your partner can benefit from it (full article here).

How to overcome stage fright? 7 effective and proven tips you should use are (full article here):

• Acknowledge that stage fright is a very common phenomenon
• Remember that the audience wouldn’t understand you’re nervous
• Proper preparation with proper practice
• Change your attitude to the audience
• Don’t try to impress the audience
• You don’t have to feel the urge to talk all the time
• Keep in mind that everything is in your hands

Association of College & Research Libraries

Laura A. Sullivan is head of public services at Northern Kentucky University, and a former part-time instructor of public speaking; e-mail: sullivanl@nkuvax.bitnet

Communication skills are a standard re- quirement in library job announcements; speaking skills, however, can be more difficult to acquire and discern. Librarians are faced with a variety of speaking situations daily; we assist users at service desks, discuss problems with colleagues at meetings, present facts to library boards, and express opinions on committees, to name a few. Effective speaking skills are essential in these instances, but when faced with the formal speech or paper presentation many librarians, lacking public speaking expe- rience, are justifiably apprehensive at the prospect.

In working on my own public communication skills, I have relied on my past education, teaching experience, advice from various colleagues, and trial and error. For those testing the water for the first time, the following ten steps are suggested as an easy and organized way to prepare a speech or paper.

1. Know your audience

2. Know the occasion

3. Select a topic

4. Select a purpose

5. Gather potential content

6. Gather more content than actually used

7. Organize content

8. Phrase the speech

9. Prepare visual aids

10. Practice, practice, practice¹

The ten steps are from Steven Brooks, a former Communications Department faculty member at Northern Kentucky University. I have further developed these steps and hope the information you find here will be helpful to you as you prepare a speech or paper.

1. Know your audience.Whether you are presenting a paper or giving a speech, you need to analyze your audience first and foremost. It is easy to alienate an audience by not examining the characteristics of the group, what they know and what they want to know. Be aware of the audience’s attitudes and beliefs in general, toward you and the topic. Consider age, socioeconomic status, and educational level. For example, if you are addressing a veteran group of administrators on a management topic, covering the basics of management would undoubtedly be boring and possibly insulting. There are numerous other factors crucial to analyzing an audience, but the time spent on this background check is necessary for the success of your presentation.

2. Know the occasion.As you scrutinize the audience, think carefully about the occasion. Are you a keynote speaker? Presenting a paper? Introducing a speaker or chairing a panel? Each situation is different and requires preparation tailored to the occasion. Occasion analysis includes looking at room size (i.e., whether there are enough chairs for everyone affects the comfort level of the group which in turn affects its response to your message), the arrangement of space (can everyone see you?), and the acoustics (there’s nothing more exasperating than having to strain to hear a speaker). Be conscientious about time limits too—if you are allotted 15 minutes, then prepare your speech or presentation accordingly. Also, make sure your message matches the occasion. It would be inappropriate, for example, to speak about a serious topic at a happy event.

Madame Curie On The Cost Of Science.

She discovered radium. She coined the word “radioactive” and was the first to suspect it emanated from “atomic energy.” Twice winner of the Nobel Prize, her discoveries led to the development of radiation therapy for the treatment of cancer. Yet in spite of her wide acclaim, Madame Curie often had to beg from the wealthy to fund her research. She understood the painful cost of science.

So do we. Since 1876, when the American Chemical Society first began to publish scientific journals, we have consistendy offered them at affordable subscription rates. ACS journals cost, on average, about 50%* of the price charged for competitive publications in our discipline. And we are committed to continuing this tradition, without compromising the quality of science we publish.

Today, the chemical sciences are advancing at a staggering rate. And we’ve increased our page budgets and our publication frequencies to keep pace with the increased flow of critical research. Yet the price of our journals remains comparatively low, especially when you consider the quantity, timeliness and exceptional value of the information. Write or fax ACS Publications and we’ll send you the most recent cost analyses for our publications. Please include your suggestions about how we can serve you better.

We’re working hard to provide tomorrows landmark scientists with the means to afford today’s research.

* According to a report in the April 15, 1994 issue of Library Journal, the chemical sciences had an average price per journal of $1,106.

3. Select a topic.Selecting a topic can some- times occur first, stemming from the audience and occasion, as in the case of a paper being accepted for a conference. If you need to pick a topic, however, be sure it is one that is inter- esting to you. It is also a good idea to be a little more knowledgeable about the subject than your audience, but interest is crucial. If you do not have enthusiasm for the subject matter, neither will your audience.

4. Select a purpose.For this step, deter- mine the general purpose of your speech or presentation. Are you informing, presenting, or entertaining? Beyond the general purpose, decide on a specific purpose, what you want your audience to spe- cifically think or do (e.g., I want my audience to under- stand the three benefits of holding a faculty workshop on preparing library assign- ments). It is helpful at this stage to write down the central idea or thesis statement of your talk as well (e.g., library censorship is increasing).

5. Gather potential content.If you are presenting a paper, you have already done this step. If not, this is the research phase where you gather information through printed sources, interviews, discussion with others, and your own expertise.

6. Gather more content than actually used.Sort through your material choosing only the strongest and best material for your talk. This step allows you the luxury of editing and, if need be, recognizing any information gaps that need to be filled.

7. Organize content.The importance of this step cannot be stressed enough, for both speeches and paper presentations. Many presenters do not realize that presenting a paper does not mean the paper is read, word for word, at breakneck speed. Rather, the “information has to be recast for the new medium. Don’t be bound by the flow of your paper.”² This means organize your ideas based on the audience, occasion, and purpose of your presentation.

Follow the standard organizational format of introduction, body, and conclusion, which translates into the standard public speaking formula:

• Tell them what you’re going to tell them;

• Tell them;

• Tell them what you’ve told them.³

Outline the body of your talk first, limiting it to three or four main points with sufficient supporting material to back up those points. Too much information can lose an audience; well-organized key points help an audience re- member them and allow for easy note-taking. Also, if presenting a paper, your goal is to whet the appetite of the audience with key ideas so they will want to get a copy of the full paper to read at a later time.⁴

After you have outlined the body of your speech or paper, prepare the introduction and conclusion. Your introduction should start out with an attention- getter which can be an anec- dote, a quotation, a question, a joke, or whatever is appro- priate for the topic and audi- ence.

The introduction is also your opportunity to build rapport between you and the audience; tell them why your speech or paper is relevant to them and that you are glad to be speaking to them. A colleague related to me an opening remark by a speaker which did not serve to build rapport between her and the audience, even though she probably intended it to. The speaker said, in essence, “I’ve been to a hun- dred of these and, to tell you the truth, I really don’t want to be here; my feet hurt; and I don’t know what I’m going to say, but we’ll get through this together.” Please, treat your audi- ence as if they are guests in your home.

Once you’ve told your audience why they should want to listen to you, lead into your talk by briefly previewing the major points to be covered in your speech (tell them what you’re going to tell them).

The conclusion should include the summary of the main points (tell them what you’ve told them) and a final statement that leaves the audience with something to think about or remember (this will depend on the purpose of your speech).

For your talk, I suggest you write the main ideas of your introduction, body, and conclusion on 3 x 5 note cards that are numbered (in case you drop them). Many speakers write delivery cues on the cards, i.e., “slow down,” “emphasize this word,” “look at audience.” You can also indicate transitions on the cards so you will move smoothly from idea to idea. Overall, be sure your note cards are just that—easy- to-read notes on easy-to-handle cards—and not the speech written in full.

8. Phrase the speech.The previous steps involved preparing the message; now you are ready to work on delivering the message. Usually, a type of delivery most appropriate is the extemporaneous delivery. With extemporaneous speaking, you are thoroughly prepared and practiced, but the exact wording of the speech is determined at the time you actually speak the words. You want to avoid memorizing your talk; instead, know your key ideas and translate them into words as you speak. This means you have to think about what you are saying as you are speaking. Each time you practice, you may say your speech a little bit differently, but this allows flexibility and the chance to adapt to your audience if needed. Speaking extemporaneously can be difficult to achieve at first, but this style of delivery creates spontaneity, which can affect the receptivity of your audience to you and your ideas.

9. Prepare visual aids.Visual aids, if appropriate for your speech or presentation, can help your audience remember your points and clarify information. Speech textbooks usually emphasize the following when covering visual aids: make sure the audience can see the visual aid; show the visual aid only when you are referring to it; and talk to the audience, not to the visual aid. Also, practice with the visual aid; using visual aids can add to the length of a talk and can cause you to become flustered if you run into difficulties. Additionally, if you have audience handouts, distribute them at the end of your talk if possible. An audience’s attention can shift easily to a handout instead of staying focused on you.

10. Practice, practice, practice.Practicing your presentation or speech contributes directly to your success as a speaker. As you practice, consider both your verbal and nonverbal delivery. Vocal delivery includes volume, rate, pitch. Strive for vocal variety which is the variation of these elements—loudness/softness (volume), fastness/slowness (rate), highness/lowness (pitch). An expressive voice will engage an audience; a monotonous, flat voice will lose one. Also, remember that nonverbal delivery carries as much weight as verbal. Eye contact with your audience is crucial, and this means actually looking at audience members. Hamilton Gregory says to look at the audience 95 percent of the time in a friendly, sincere way, using the other five percent of the time to look at your notes.⁵ As for posture, don’t slouch, and avoid shifting your weight from foot to foot.

Also, movement is fine, but only if it is controlled—your audience does not want to feel it is at a tennis match. Gesturing can be an effective element to your talk, but only if it’s controlled as well. Many speakers indicate on note cards when to gesture or move in order to reinforce a point.

There are certainly other elements of verbal and nonverbal delivery to investigate when practicing your speech or paper. Your goal is to sound spontaneous and feel comfortable, so time spent practicing is necessary. It is a good idea to practice in a situation as close to the real one as possible, and in front of friends or with a tape recorder.

Even if you follow these ten steps, you probably will experience some nervousness before or during your talk. This “energy” is an asset and evidence that you care about the quality of your presentation. However, if you have prepared well and practiced enough, you will lessen your apprehension considerably. Also, think positively as you prepare, rehearse, and actually deliver your message. Positive thoughts can make a difference in the quality of your speech or presentation.

If you keep these ideas in mind and follow the ten steps, you can have a successful (and relatively painless!) speaking experience.

Notes

1. “Ten Steps” in preparing a speech was part of a lecture by Dr. Steven Brooks in his class, “Teaching of Oral Communication,” 1986.
2. Donata Renfrow and James C. Impara, “Making Academic Presentations—Effectively!” Educational Researcher 18 (March 1989): 20-21.
3. Clare Martin, “A Woman’s Place Is on the Platform,” Assistant Librarian 80 (July 1987): 100-101.
4. Renfrow and Impara, “Making Academic Presentations,” 21.
5. Hamilton Gregory, Public Speaking for College and Career (New York: Random House, 1987), p. 285.