Sometimes you are so familiar with a speech that you present it with little or no help from notes. Other times you know the material reasonably well but benefit from having an outline of your ideas to work from. However, some situations call for a manuscript speech – when you are not intimately acquainted with the material or when you must deliver the ideas in a precise fashion. A manuscript speech is fully written in advance and delivered exactly as expressed on the paper in front of you. When you don’t adhere to the tips in this list, a verbatim presentation can be min-numbing for your audience. 

A manuscript speech is a speech that is fully written out in advance and read verbatim from a script or text. This type of speech can be useful in situations where the material is complex or technical, or when it is important to deliver the information in a precise and accurate way. However, it’s important to keep in mind that reading a speech verbatim can be monotonous for the audience and may not allow for a natural delivery or engagement with the audience. It’s a good idea to use manuscript speeches sparingly and to try to inject some elements of improvisation or interaction with the audience to keep things engaging.

Here are some tips for delivering a manuscript speech:

• Practice the speech beforehand to become familiar with the material and to smooth out any rough spots in the delivery.
• Use inflection in your voice and vary your pace to keep the audience engaged.
• Make eye contact with the audience and use gestures to help convey your points.
• Use rhetorical devices such as rhetorical questions, repetition, and rhetorical triangles to make your speech more effective.
• Take breaks when needed to give your audience a chance to absorb the information and to give yourself a chance to rest.
• Use visual aids such as slides, charts, or diagrams to help illustrate your points.
• Allow for some flexibility in the delivery, even if you are reading from a script. This can help keep the speech feeling natural and spontaneous.

1. Always write the way you speak, not the way you write. 

Most people write more formally than they speak. If you make the mistake of writing a speech the way you write, the words won’t sound like yours. As you write your speech, read each paragraph aloud to yourself. Revise it as necessary until you feel comfortable. Once your whole speech is written, read it to a colleague for a check of its friendliness.

It’s important to consider the audience and the tone of the speech when writing a manuscript. The way you write in a formal document may not be the way you speak in everyday conversation, so it’s important to revise the language to make it sound more natural when spoken aloud. Reading the speech aloud to yourself and to a colleague can be helpful in identifying any awkward or unnatural-sounding language and making any necessary revisions.

It’s also important to think about the friendliness of the speech. Is it a formal or informal setting? Is the audience composed of experts in the field or laypeople? Using language that is too technical or formal in an informal setting, or vice versa, can make the speech feel less authentic or less engaging.

 Here are some tips for writing a manuscript speech that sounds natural when spoken aloud:

• Read each paragraph aloud to yourself as you write to ensure that it sounds natural and comfortable to say.
• Revise the language as needed to make it sound more like how you would speak in everyday conversation.
• Read the entire speech aloud to a colleague to check of its friendliness and to identify any awkward or unnatural-sounding language.
• Consider the audience and the tone of the speech when writing. Use language that is appropriate for the setting and the level of expertise of the audience.

2. Write with a “YOU” attitude. 

Write with the listener in mind. Use more second-person pronouns (you, your) than first-person (I, me, my, mine). Many of the first-person pronouns of speeches should be wiped out altogether. “The point I want to make is that our profit  picture is bleak” is much weaker than “Our profit picture is bleak.”

Here is an example of how I could rephrase the given sentence to use more second-person pronouns and fewer first-person pronouns:

“You may be wondering about the state of our profits. Unfortunately, the profit picture looks bleak. This may impact your role within the company and the resources available to you. It’s important to keep this in mind as we move forward and try to find ways to improve our financial situation.”

3. Use active verbs.

“Our marketing department designed a forceful campaign” is more memorable than “A forceful campaign was designed by our marketing department.”

Using more active language and placing the focus on the doer (in this case, the marketing department) can make a sentence more impactful and memorable. Here is an example of how you could revise the sentence to use more active language:

“Our marketing department has crafted a powerful campaign that is sure to make an impact. Their hard work and creativity have come together to create a truly effective marketing strategy.”

4. Keep sentences short and simple. 

Complex sentence construction is difficult enough to read. It gets  much worse when the information is heard. Keep your average sentence length to within eight to twelve words and try never to exceed twenty. 

Short and simple sentences are often easier to understand and more impactful. Here are a few tips for keeping your sentences short and simple:

• Use clear and concise language: Choose your words carefully and try to eliminate any unnecessary words or phrases.
• Break up longer sentences: If you have a long and complex idea to express, consider breaking it up into multiple shorter sentences.
• Avoid using too many clauses: A clause is a group of words that contains a subject and a verb. While clauses can be useful for adding detail to a sentence, using too many of them can make a sentence difficult to follow.
• Use transitions: Transitions, such as “however,” “furthermore,” and “moreover,” can help connect different parts of a sentence and make it easier to follow.

5. Keep the paragraph short. 

Make paragraphs three to five sentences long. This will help the listener grasp the logic supporting your conclusions. You will also have an easier time keeping your place in your notes. 

Paragraphs that are three to five sentences long are generally easier for listeners to follow and understand. Here are a few tips for creating effective paragraphs:

• Start with a clear topic sentence: The first sentence of a paragraph should introduce the main idea or point you want to make.
• Provide supporting details: The next few sentences should provide evidence or examples to support the main idea.
• Use transitions: Transitions, such as “however,” “furthermore,” and “moreover,” can help connect different parts of a paragraph and make it easier to follow.
• End with a conclusion: The last sentence of a paragraph should summarize the main points and provide a clear conclusion.

6. Use contractions. 

Writing the way you speak means that you should write down the same contractions you would use to deliver this same information in a staff meeting. If you would not say “would not” in a conversation, don’t saddle your audience with it. One exception to this rule is when the audience expects formal language. 

Using contractions in your writing can help make it sound more natural and conversational, which can make it easier for your audience to follow and understand. Here are a few tips for using contractions effectively:

• Use contractions when appropriate: If you would use contractions in conversation, it’s generally fine to use them in your writing as well. This can help make your writing more relatable and easy to understand.
• Avoid overusing contractions: While using contractions can make your writing more conversational, using too many of them can make it sound casual or informal.
• Use formal language when necessary: In some situations, such as when you’re writing a formal report or presenting to a high-level audience, it may be more appropriate to use formal language and avoid contractions.

7. Type the manuscript so that it is easy to read. 

Double-space within paragraphs, triple-space between. Use large type (14 pt. Or larger). Leave pages unstapled so you can simply shift sheets to the side of the lectern after you have finished reading them. Use two columns to enable your eyes to scan lines of type more easily. 

These are great formatting tips to keep in mind when preparing materials for a presentation or speech. Here are a few more tips that might be helpful:

• Use headings and subheadings: Headings and subheadings can help break up the text and make it easier for your audience to follow along.
• Use bullet points: Bullet points can help highlight important points and make it easier for your audience to scan the material.
• Use white space: Leaving plenty of white space on the page can help make the material more visually appealing and easier to read.
• Use color sparingly: Using color can be a useful way to draw attention to certain parts of the material, but it’s important not to overdo it. Too much color can be distracting.

8. Write marginal notes to cue your delivery. 

Notes in the margin can remind you where to pause, to emphasize a world or phrase, to insert a slide, and to perform other stage directions. 

Using notes in the margin can be a helpful way to remind yourself of key points or actions you want to take during your presentation or speech. Here are a few tips for using notes effectively:

• Keep them concise: Make sure your notes are brief and to the point so you can easily refer to them without getting bogged down in too much detail.
• Use symbols or abbreviations: To save space, consider using symbols or abbreviations in your notes. For example, you could use an arrow to indicate where you want to insert a slide or a star to indicate a key point you want to emphasize.
• Use different colors: Color-coding your notes can help you quickly identify different types of notes or action items. For example, you could use one color for stage directions and another color for key points.
• Practice with your notes: Make sure you take the time to practice with your notes so you’re comfortable referring to them during your presentation or speech.

9. Practice. Practice. Practice. 

Know the speech so well that you can deliver it with your eyes up much of the time and with the same feeling that John F. Kennedy  and Martin luther King, Jr. put into the great speeches they delivered.

It’s important to be well-prepared and familiar with your material when giving a presentation or speech. Here are a few tips for delivering a great speech:

• Practice, practice, practice: The more you practice, the more comfortable you’ll be with your material and the better you’ll be able to deliver it.
• Know your audience: Make sure you understand the needs and interests of your audience so you can tailor your message to them.
• Use your voice and body language: Pay attention to your tone, volume, and pace as you speak, and use your body language to emphasize key points.
• Connect with your audience: Make eye contact and try to establish a connection with your audience. This will help engage them and keep them interested in your message.

By: Mohammad Ifrahim Butt, Dubai, UAE.
April, 2021.