The Art of Communication

If the meeting comprises a large group then the chair will control the discussion of the motion by a series of mono-line speeches addressed through the chair. If this did not happen then the meeting could not resolve the motion in a legally binding manner; particularly if those opposing the motion did not have their points recorded by the notary.

Once equal time has been given to both sides, then the chair closes the discussion by giving the proposer the opportunity to address opposing concerns. This may result in an amended motion which the meeting proceeds to vote on. This is called due process and is part of parliamentary procedure. This sort of process is a legal requirement binding on all publically open institutions in most democratic nations and should occur at least once a year. This is binding on a local sports club, a PTA group, a church group, a share holder company, and any organization that is open to the public. It is also the basis of operation of town or city council meetings, of court hearings and of all democratic parliamentary procedures.

There are many good books on formal meeting procedures and any good communicator will own at least one, so check out your local book store. The chance of being involved in a formal meeting at some stage of life is high.

The Formal Speech

The Obama example is to the forefront here. Do a Google or You-Tube search on Obama speeches, particularly those that occurred prior to the election. Watch and listen to them.

The first rule for a formal speech is: be honest. Don’t include anything in a speech that is not verified or validated. If using statistics quote the source. If referring to scientific data quote the bibliography. If we want to be taken seriously, if we want success, then this rule is inviolable.

The second rule is: connect with the audience. We need to know what the audience expects to hear; we need to be relevant. In other words we need to prepare for the speech. We need to know the demographics of the audience. For example, how often is a speech delivered to an audience that has hearing impaired, or English as a second language, participants without considering their needs? This happens more often than it should. In this time of electronic media, a power point English and other language translations is easy to present alongside our verbal delivery. For little or no cost it is often possible to get the service of a sign language interpreter. Check out your local hearing association for this service.

The third rule is: never be offensive. Never make religious, political or cultural reference that will alienate any part of the audience. If we want success we need to be inclusive. We’re not talking Political Correctness here but we are talking about collecting people together in a way that advances our status and benefits the hearer.

The forth rule is: use a little humor. If we want people to remember our speech we need to cause them to laugh a little. This is relevant in most situations from christenings to funerals; and from graduations to parliamentary addresses. We’re not talking about performing as a standup comic but we are talking about reducing tensions or stress levels to the point where the audience is receptive and ready to hear us.

The fifth rule is: be real. Don’t pretend to be somebody you’re not. Be the person you are because that’s the person the audience is interested in seeing and hearing.

There are excellent books on public speaking at good book shops; a good communicator will own at least one.

Bye for now.