How To Introduce A Speaker – Set The Stage

 

When a speaker prepares a presentation, her introduction is sometimes an afterthought. However, a great introduction sets the stage for a speaker. A quality introduction can be very focused and succinct. When left to chance introductions can be too brief, and sometimes overly long offering detail that may be intriguing, but not relevant to the presentation. 

A Simple Formula For Speaker Introductions

A simple formula for speaker introductions answers two questions for the audience;

1.    Why this topic (for this specific audience)?

2.    Why this speaker?

A host can quickly and easily craft an introduction by asking and paraphrasing these questions to the speaker, and then shaping the answers for presentation to the audience.

Speaker Perspective

After a solid introduction, a speaker can quickly start into her presentation without needing to offer more detail about her credentials.  An audience needs to be sold on a speaker’s credibility, and if the host can set the stage in this manner, that’s a huge assist for the speaker.  Without such an introduction, the speaker will need to professionally introduce her credentials and credibility.

Biographies

Some speakers will share a long biography or list of achievements with an event host. Usually then the host will feel compelled to read the biography to the audience in its entirety.  Some speakers want that, but certainly not all, and not me.  I prefer a brief, pertinent introduction that sets the stage for me, and enables me to quickly get on with my work with the audience.

To that objective, I prefer that an introducer either conduct a brief interview with me, or choose relevant points from my biography and then offer some personal reflection on interactions we’ve had.

Ideally, a host who invited you to speak delivers your introduction, and conveys some of his excitement about your credibility on the topic.

Host Perspective

If you are hosting, and introducing, a speaker, you can very quickly craft an excellent introduction. Some speakers will want any introduction provided to be read as is. Others will want their introduction personalized.

 To prepare;

1.    Read any introduction provided, and/or do some research on the speaker. Speakers love to hear that you performed some research on their background.

2.    Ask the speaker if she wants an introduction she provided to be read as it is written. If yes, your approach is clear. If no, proceed with the following queries.

3.    Say something like “Your talk seems very interesting to me. What components do you think will be most interesting for this audience?”  Make notes.

4.    Then say something like “I read your background. Tell me more about how you became interested in this topic?” Make notes. 

5.    When you review your notes, shape the details for your audience. Answer the questions "Why this topic, why this speaker." Think about the audience perspective. Some in the audience will have the view of “why should I care about this topic, and just who is this speaker?”  Your job is to inform them, and engage their interest.

6.    You may choose to offer brief comments about how you enjoyed your short interview with the speaker before the event.

Variations Of The Questions

As host, it’s obviously not advisable to bluntly ask the speaker “Why this topic for my audience and why are you credible on the topic?” However, that is what you wish to discover. Here are some variations of the questions.

1.    Why this topic (for this specific audience)?

-         How did you first become interested in this subject?

-         How does your talk relate to the people in the audience?

-         What do you expect the audience will think or do differently as a result of your presentation?

 

2.    Why this speaker?

-         How did you first become interested in this subject?

-         What did you find most surprising as your knowledge developed?

-         Are there related areas you plan to explore further?

Conclusion

A great introduction sets the stage for a speaker by engaging an audience to become eager to listen. A poor introduction places additional requirement on the speaker to engage the audience.

A gracious host can prepare a tremendous introduction by asking just a couple of well-considered questions, and crafting the responses to stimulate audience interest, thereby setting the stage for the presenter. 

Postscript – A Personal Example

At a marketing conference in 2006, I was asked to introduce a speaker. The speaker, Adam Van Koeverden, was a competitive rower, and the only material I had been provided was a long, sequential list of competitions, results and achievements, as pictured below. This was a six-page list of great results, but I couldn’t just read these out.

    Aug.     Canadian Sprint CanoeKayak Championships - Ottawa, Ontario - K-2 200M 2nd

    Aug.     Canadian Sprint CanoeKayak Championships - Ottawa, Ontario - K-2 1000M 1st

    Aug.     Senior World Championships - Duisburg, Germany - K-1 500m 1st

    Aug.     Senior World Championships - Duisburg, Germany - K-1 1000m 2nd

    Jun.     ICF World Cup # 3 - Gerardmer, France - K-1 200m 3rd

    Jun.     ICF World Cup # 3 - Gerardmer, France - K-1 500m 1st

    Jun.     ICF World Cup # 3 - Gerardmer, France - K-1 1000m 1st

    May.     ICF World Cup # 2 - Szeged, Hungary - K-1 200m 7th

    May.     ICF World Cup # 2 - Szeged, Hungary - Medley 4 x 100m 5th

 

As I read the list, I was considering what I could do with the material. Deep into the list, on the fourth page, I saw the Lou Marsh award, now known as the Northern Star award. This is an annual award presented to Canada’s top athlete of the year who is chosen by a panel of journalists.  Van Koeverden won the award in 2004 and this was buried in the list I was provided.

I’m a sports fan, but had not been aware Van Koeverden had won the award. I’ve not paid much attention to the award before or since, but past and recent winners have included Steve Nash, Terry Fox, Sydney Crosby, Masters Champion Mike Weir, Wayne Gretzky, U.S. Open Champion Bianca Andreescu, Jacques Villeneuve and more. Van Koeverden shared very prestigious company as an awardee.

My introduction became easy to assemble. As I recall, it went something like this;

1.    We’re at this conference to celebrate achievements by marketing professionals from across the country. Our speaker has also achieved a long list of successes. I’ll acknowledge just a few of his achievements.

2.    Our speaker was recently Canada’s flag bearer at the closing ceremonies of the 2004 Summer Olympics in Athens where he won a gold medal for rowing in the 500 metre and a bronze medal in the 1000 metre. He is a two-time world champion in the 500 metre and 1000 metre, winning four Olympic medals and eight world champion medals.  In 2004 he was recognized as the winner of the Lou Marsh Award, as Canada’s top athlete.  Previous winners include Terry Fox, Wayne Gretzky, Mike Weir, and Mario Lemieux.

3.    Please help me welcome Adam Van Koeverden.

I also recall from that day that Adam arrived about 20 minutes before he was to speak as a result of flight delays.  We were relieved to see him.  He was quickly seated next to me and I clarified his name pronunciation (VERY important).  He then asked how I planned to introduce him.  I expect that because of the list I was provided, and others must have been provided, that some of his introductions had been less than stellar in the past.  So, I quickly walked him through my approach and he nodded and said ok.

As I delivered his introduction, I could tell I had set the stage well. In particular, I noticed audience engagement as I listed other winners of the Lou Marsh award.  

An introduction is a speech, albeit a short speech. Such a speech is worthy of some planning and preparation.

Presentation To NYC Based Leadership Group

In late September 2023, I presented to District Leaders Toastmasters club, an online Toastmasters club serving established and emerging Toastmasters leaders in greater New York City.

I was asked to offer comments to help these established leaders further enhance their leadership skills. To do this, I relied on my experience with similar presentations and audiences to;

1.    Acknowledge the past success of the group

2.    Discuss my background and credentials, and encourage the attendees to professionally and concisely present their credentials

3.    Request each attendee to privately note a stretch ambition

4.    Provide a speech structure to help them focus their teams inviting support for their ambition

 

Should you wish to see the presentation, it is available here

https://www.youtube.com/watch?v=YY6zFfOv950

Teams, Accountability, Trust and the Toronto Blue Jays

All teams need accountability, trust, and clear delegation of decision- making power to the correct levels of the organization. Sports often provide great examples to illustrate this.

On Wednesday October 4^th, 2023 the Toronto Blue Jays were eliminated from the Major League Baseball (MLB) playoffs after losing to the Minnesota Twins 2-0, thereby losing their only playoff series this year. The Jays scored one run in the two-game series. Some fans and media are enraged about some of the decisions made during the game by team management.

I’m not a Jays fan, or a Major League Baseball (MLB) fan. Sometimes I will see part of a game when I’m sitting in a restaurant, but I don’t make it a point to watch baseball. I don’t find the product, the games, to be interesting or entertaining these days. However, the drama surrounding the teams and players can be very interesting and entertaining. 

Toronto Blue Jays 2023

In that vein, I’ve enjoyed what’s been written since the quick end to the Jays 2023 playoffs opportunity. Teams need accountability, trust, and clear delegation of decision-making power to the appropriate level of the team. Thus far, only the field manager John Schneider appears to be taking responsibility for less than expected performance.  

Here’s a link to a wonderfully snarky column written after a press conference Schneider’s immediate boss Ross Atkins held four days after the end of his team’s season. Atkins’ boss Mark Shapiro is scheduled to speak to media almost a week after Atkin’s press conference. 

https://www.thestar.com/sports/blue-jays/ross-atkins-throws-john-schneider-under-the-bus-for-blue-jays-controversial-demise-why-am/article_8c593763-b2ac-597f-b801-6eb3f3ce265d.html

 

There are some fascinating comments in the article. The media covering the team appear to be searching for a reason to trust the team’s general management, and for a clear explanation for at least one decision that failed spectacularly during the final game.  With that decision, the team replaced the starting pitcher who was dominating the opponent, with a talented pitcher who was inexperienced in the role he was then assigned in the game. That decision will be questioned for years to come by the fans and media.

The on-field manager and some Jays players seem to suggest that the pitching decision was influenced by more senior management.

‘(one player said) he “hated” the decision, and that it was another example of “the kind of baseball decisions that are taking away from managers and baseball.”’

 

Sounds like this player doesn’t trust senior management in the front office. That player, Whit Merrifield, is a free agent and not expected to return to the Jays. What role might trust play in his decision?

Conclusion

All teams need accountability, trust, and clear delegation of decision- making power to the correct levels of the organization. The drama surrounding the performance of the Jays, who are perceived as underperforming based on their perceived talent, offers opportunity to consider how organizations make decisions, how leaders accept responsibility, and how leaders take accountability for their decisions and actions. 

Without accountability, trust is impossible.

Some interesting considerations on lack of accountability are contained here

https://www.paretolabs.com/lack-of-accountability/

 

Postscript: Toronto Jays Versus Montreal Expos

Regardless of the recent results of the Blue Jays, I find that Major League Baseball isn’t fun or entertaining these days.

I’m not a Jays fan. I was a Montreal Expos fan. I remain a Montreal Expos fan. In 2004 the Expos were relocated to Washington, D.C. and renamed as the Washington Nationals.  However, I’m not a Washington Nationals fan, I’m a Montreal Expos fan. They are a fond memory for me.

The Expos were usually great fun to watch, providing great enjoyment alongside the typical agony that sports teams provide their fans. Vladdy Guerrero Sr. would take wild swings at pitches that nobody would consider a strike and get a hit, and even hit some pitches that bounced before they reached home plate. Gary Carter usually wore a big grin. Tim Raines stole base after base causing nervousness and disruption to opposing teams. Pedro Martinez would display masterful control. Larry Walker crushed home runs. Andre Dawson and Marquis Grissom controlled the outfield. Ellis Valentine would throw out base runners from his position in right field, sometimes as they jogged to first base. When it became obvious the team would be moved, crowds dwindled, but previously the team used to draw two-million fans each year in a much-derided stadium that I remember often being very loud and fun. 

However, Major League Baseball isn’t fun to watch these days. Anytime I’ve caught a glimpse of a game, none of the players display any sort of personality.  It’s supposed to be entertainment.

It’s too bad.

How To Emcee A Town Hall: Respectful Events

In mid-September I was invited by Livable Saint John (https://www.facebook.com/groups/LiveableSJ/) to emcee a public event related to some industrial activity that has had significant impacts on residents in Saint John. A recycling operation was established in 2012 adjacent to a local neighborhood, and the business has grown.

The business has been noisy, has released pollutants within the neighborhood, been the site of 3 fires in 10 years, and experienced two workplace deaths. More information is available here 

https://globalnews.ca/news/9960122/aim-facility-saint-john-fire/

 Preparing To Emcee

I was happy to emcee the event as long as specific ground rules were in place. As emcee, it would be my role to ensure these ground rules were followed. The purpose of the event was to hold an open forum to allow residents to explain personal impacts they’ve experienced as a result of company operations.  There is quite a lot of anger in the community based on a recent fire at the facility, in addition to the ongoing issues at the site.  A public forum could become confrontational, and the host and I wanted to create a respectful environment where citizens could simply share their stories, without making accusations.

The event was a success. People told about losing their vegetable gardens because of unknown pollutants now in the soil as a result of the fire, inability to breathe because of air quality, lost revenue at businesses that were forced to close during the 40- hour fire, about being unable to sleep because of noise from the operation, and more. Some coverage is available here 

https://globalnews.ca/news/9996517/saint-john-residents-concerns-american-iron-and-metal-fire-town-hall/

How To Create A Respectful Environment

While planning the event with the host from Livable Saint John, Raven Blue, we established the following goals and guidelines and shared them frequently before, and during, the event on websites, posters, and in discussion with stakeholders. Here are the very simple goals and guidelines;

1.       Goals and Guidelines: To enable members of the public to share how this recycling activity at Port of Saint John impacts each as citizens

○        Sign-in required

○        No attacks on people

○        No attacks on companies

○        An opportunity to share how noise, pollution, etc. impact their lives

○        Comments limited to 3 minutes

2.       Signup in advance is required to have access to the microphone, i.e. no anonymous commentary.

 

Results

As a result of the clear guidelines, some local politicians attended and volunteered to briefly speak. Many were invited, and a handful chose to attend. Some local politicians have avoided similar events because they have been verbally abused. It is a dilemma when someone wishes to support an event and offer comments, but is reluctant to appear.

In the case of this polluting business, only two organizations have the ability to address the issues at the site, specifically the government department that grants the right to operate, and the port authority that leases the land.

The sign-in process during the event was a good control point. At other events, I’ve seen attendees spurred to action, step to the microphone, and then offer inflammatory comments publicly, but anonymously, by not offering their name. That said, the sign-in process did reduce participation.

The guideline which stated there were to be no personal attacks gave me the right as emcee to cut off the microphone if comments weren’t aligned with the guidelines of the event.  I didn’t have to do so. Instead, I announced, and reminded of, the guidelines a few times during the proceedings.

The three-minute limit on comments wasn’t rigidly enforced, but did establish an expectation. I would have interjected If a participant had spoken overly long.

Conclusion

I was pleased to assist Livable Saint John with this event. There is a good deal of frustration and anger with a company that, in my opinion, does not belong near housing and residents.

Our town hall was registered and then conducted in a public square, Kings Square, in the city.  That offered the benefit of some additional attendees who were passing through the square and chose to participate, but the space in the large square made the attendance appear less significant than what was achieved.  We estimate about 70 people attended, primarily to listen and depart with a fact sheet. The fact sheet and more information is available here (https://www.facebook.com/groups/LiveableSJ/)

We were fortunate to enjoy clear, mild weather for the event.

Some planning, and frequent communication of goals and guidelines, enabled us to provide a respectful environment where citizens could tell their stories.

 

Discussing Core Values

Organizations often spend a great deal of effort defining and fine-tuning core values. Typically, in this process, cross functional teams meet and discuss why the organization exists, and what values and behaviors contribute to achieving mission and purpose.  

This is usually an intense exercise for those directly involved in choosing what values belong, and what values are valuable, but not in fact “core.” 

Once they are defined and the new core values are presented to larger groups, reaction is often subdued with attendees thinking and saying that the selected core values haven’t changed much, or that they look like many other organization’s core values. 

Engaging Employees and Volunteers with Core Values 

How can we help such audiences engage, understand and think more deeply about organizational core values?  A technique I’ve used frequently is to create a list of questions related to an organization’s core values, and then pose these questions leading to a discussion with participants.  

This technique is very natural for Toastmaster clubs because at each meeting every Toastmasters club practices this style of question and answer during their round of Table Topics, which is a round table of one-to-two-minute impromptu speeches. This approach also provides an opportunity to consider and contrast professional values versus personal values.

Toastmasters Core Values

Toastmasters core values are;

• Integrity 

• Respect 

• Service

• Excellence

An Example – Table Topics 

When I operate a core values themed round of Table Topics at a Toastmasters meeting, I usually start with an open question to any volunteer such as “who can tell us what Toastmasters core values are, and why they’re important to us.” Usually, a volunteer can and will answer this, but not always.  

If no one can answer this first question, I answer it for the group. Then I’ll cycle through a short list of questions, sometimes repeating a question for a new participant, or crafting a new question based on a response I heard. 

Here are some sample questions;

1. What does integrity mean in your day-to-day work?

2. How should we measure excellence?

3. What behaviors demonstrate respect? (This question usually invites a next question related to listening skills)

4. Do you believe service belongs as a core value? 

5. What does excellence mean in your role as a club officer? 

6. Family and faith are important to most people.  In addition to these, do your personal values differ greatly from our core values?

7. If you could add one more core value, what would it be and why?

8. Why are core values important in our environment?

No Right or Wrong

Importantly, questions such as these have no right or wrong answer. This style of question enables attendees to reflect on core values and consider their own personal core values.  This form of question is also helpful in practicing for job interviews, where those interviewing want to observe how a prospective employee thinks on the spot.

 

Conclusion

Organizations often spend much time and energy defining core values.  More time can be invested in deepening stakeholders thinking and understanding of core values. 

How To Get Your Distracted Team Focused

Some of your team members are unaware of your team's goals. You likely told them. You likely told them more than once. But people are busy, and often distracted.  Regardless, your team members need to understand team goals and how each of them can influence results. 

Some years ago, I discovered, or devised, a simple, repeatable structure that enables leaders to deliver concise, powerful speeches that remind teammates of team goals, and inspire teammates to direct their energy towards these goals.

I like structure and models that I can use for speech development, decision making, and more. I suppose most of us like structure and helpful models. Here is my model for an instinctive speech that most leaders can deliver spontaneously.

 

An Instinctive Leadership Speech Model

1. These are our goals and why

2.  This is our progress

3. These are behaviors I’ve observed that will lead to team achievement

4. Next steps

Explained - These Are Our Goals and Why

Some teams have their goals assigned by higher levels of management. Some teams have some discretion setting team goals. Either way, it is important for team members to understand team goals and why they were assigned or selected.

Sometimes team members might want to debate why one goal is included, and other ambitions excluded. For example, perhaps a company might plan to soon open a branch office in another city, and some employees look forward to possibly staffing the office. If that ambition is delayed, team members deserve to understand the rationale, and perhaps voice their disappointment.

A leader should usually let disappointed team members voice any concerns during a team meeting, because if that doesn’t happen publicly, it will certainly happen privately thereby distracting the team from healthy behavior and progress.

For my friends in Toastmasters, every club leadership team is assigned the same ten goals, and asked to achieve five or more. As an organization, operated by volunteer leaders, that has prospered for 100 years, these ten goals are understood to direct the team behavior that enables long term success.

Early in the year with your team, you need to spend quite a lot of time on this section of explaining goals and why. As the year progresses, you don’t need to spend as much time on this section, but it is important to always remind the team of these targets.

 

Explained – This Is Our Progress

Most leaders are intensely focused on accomplishing team goals, and are very attuned to progress. Your organization likely has a dashboard available for each team, which any team member can access at his or her leisure.

It’s very easy, and very valuable, for a leader to display a dashboard, reiterate the series of goals, and acknowledge where progress has been achieved, and which team members contributed.

 

Explained – These Are Behaviors I’ve Observed

This section is by far the most valuable section in this speech structure. Before delivering, or as delivering, the leader should assess which team members are behaving in a manner that will lead to goal achievement, and recognize that member and the behavior.

For example, early in the year, the team may have achieved zero goals on their dashboard. It’s fine to acknowledge that but also identify helpful behaviors that will lead to achievement. Perhaps a team member completed a series of cold calls that added some prospects to the organization’s sales funnel.  Or an employee identified an inefficiency that has been corrected and will help the team meet an expense goal.

For my friends in Toastmaster clubs, perhaps a member invited a guest, who might join and become a member, or at least will speak positively of her experience with her friends. Or perhaps a member completed a speech that will soon result in an educational achievement.

This section is most important because, as a leader, you will call attention to helpful behaviors you wish to see other team members emulate.  Most team members desire recognition in some manner, and want to understand, at some level, how to be recognized.

Explained – Next Steps

This section is for you to briefly summarize and inspire.

 

How Teams Fail To Achieve

In his book The Winner Within, basketball coach and executive Pat Riley quotes his friend, Dr. Lew Richardson, a psychologist.  I love the quote and wish Dr. Lew had written further on this topic. Unfortunately, this is the only reference I have seen for the gentleman.

 

“Teams break when they don’t have a goal or the goals aren’t clearly defined by the leaders. Goals have to be firmly entrenched, otherwise people begin to operate as independent entrepreneurs in a system that really needs cooperative work.”

 

Conclusion

Goals need to be well defined, and well understood. As leaders, we need to do all we can to remind team members of what the team is expected to achieve. As a society, we’re more distracted than ever.  Your team members are distracted.

I hope you find this simple model for a repeatable leadership speech helpful.

 

 

 

 

 

 

 

My Process for 30-second Speeches

 During the week of August 14, 2023 I prepared a series of 30-second speeches. Each of these will be recorded for later use.  At our Toastmasters International annual conference in Nassau, Bahamas, a few of us have been asked to record some short instructional videos offering tips about leadership and public speaking.

I find it easier to prepare a 15-30 minute speech than to prepare a 30-second speech. A longer speech enables me to identify speaking points, select among them, then sequence them and practice speaking to each point for two to three minutes. With this approach, I figure out how to best fit the points together for a smooth flow.

30-second speeches need to be very focused. Short speeches such as these are typically recorded as video assets, for re-use and re-play. For me, these short speeches require more planning effort than a longer form speech.

My Process for Short Speeches

My process for short speeches and longer speeches do have similarity. 

1.    Identify the broad topic area and identify sub-themes

2.    Answer the question “what is my purpose with this specific audience at this event”

3.    Select only the pertinent points to address the purpose (In a 30-second speech this means 3 or 4 sentences)

4.    Organize the points into a presentation and practice the flow

30-Second Speeches

As I’m preparing 30-second speeches, the brief video content means I only have time for three or four sentences. As these videos will be instructional, I need to address the why and how, that is, why this technique is helpful and how to execute.

 

My Planned Leadership Topics

In preparing my topics, I draw from my experience, and select key points from some longer presentations.  I plan to speak on;

1.    A basic, repeatable speech plan leaders can use and re-use

2.    Helping team members understand core values by utilizing the Toastmasters technique of Table Topics

3.    The immense cross benefits to leaders of speaking and writing

 

My Planned Public Speaking Topics

For public speaking tips I plan to speak on;

1.    My favorite, and fallback, speech plan structure

2.    Mixing logical and emotional appeal in a speech

3.    How speech purpose must determine content

4.    How practice and participation enable improvement

 

Results

At a later date I’ll update this post with links to the videos. The actual videos took the form of brief interviews, where a question was asked related to the planned topic area.

Regardless, planning made the process easier, as the interviewer was able to frame a question around the planned topic area.