How to write a speech? How to prepare PowerPoint slides? How to draft a press release?

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HOW TO WRITE A SPEECH? HOW TO PREPARE POWER POINT SLIDES? HOW TO DRAFT A PRESS RELEASE?

How to write a speech? How to prepare PowerPoint slides? How to draft a press release?
1. How to write a speech?
Length: In English, an average speaker will speak at about 90 words per minute. For example, if your task is to write a 10 minutes speech, the length of your speech should be about 900 words. Building blocks: You may be asked to draft so-called "building blocks" for a speech. In practice, these are usually assembled into a full speech together with other building blocks. In the case of building blocks, there is no need to draft an introduction or a conclusion. You are required to focus on the core issue or topic. Style: A good speech (or building blocks) is in complete sentences and paragraphs, not bullet points. Sentences should be short. It is acceptable to use fragments of sentences where appropriate. You can use a lot of punctuation marks, as they break up the text and help delivery. Make sure that the syntax is simple and clear. Content: This will of course depend on who you must write the speech for. For example, Commissioners are politicians, and therefore their speeches should include the political context of the topic you must write a speech about. Directors General or Directors of the institutions are more likely to discuss technical issues, with more legal or economic details. You should think about how the subject of the speech fits into Commission priorities, such as the Lisbon strategy, the "Citizens' Europe" or Climate Change. If the type of audience is indicated in the question (e.g. businessmen, university students, MEPs, etc), the content of the speech should depend on whether you want to inform the audience, seeking its support or try to persuade them.

2. How to prepare PowerPoint slides?

You may get questions on technicalities and presentational issues, such as PowerPoint slides which are increasingly used in delivering speeches by representatives of the European institutions. The following basic principles apply to a good PowerPoint presentation. Slides should be simple and uncluttered. Slides should be designed to orient the audience to the points that will be made orally, not to explain the points. Explanations of slides should be given in the speech, not the slides. To give explanations, each slide could be accompanied by speaking notes in the "Notes" pages of PowerPoint. These need not be in full sentences. Make sure that notes remain legible when printed out together with the slide. Usually a 14pt type font should be used.

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HOW TO WRITE A SPEECH? HOW TO PREPARE POWER POINT SLIDES? HOW TO DRAFT A PRESS RELEASE?

3. How to draft a press release?

Press releases are vital both on the day when an announcement is made and as a source of reference. The content must be clear, appealing and complete. Structure: Information should be communicated in descending order of importance (inverse pyramid). The title should reflect the element most likely to interest the outside world. The first paragraph (introduction) should outline the essentials of the story, and the subsequent paragraphs should provide all the information and background which a journalist will need or want to write their story. The ideal structure is: Title/Headline o o should be short (maximum two lines), catchy and easy to translate (avoid expressions that are too countryspecific). Most importantly, it should summarise the main point of the story. Explain what's new? The headline should explain what the Commission or the EU has done, and why, for example "Commission approves 10 million plan to create jobs."

Introduction or "chapau" o o o o Quote o o Details o o The main body of the text. A descriptive section containing all the various items of information in descending order of importance. Use sub-titles and bullet points to break up the text. Commission press releases usually contain a quote from the relevant Commissioner, putting the key message of the announcement in a concise, clear and quotable way. Must be short and memorable. Should contain the strongest message with the fewest possible words. An essential part of the press release. It should be able to stand alone as a summary of the key points. It should contain the crux of the information developed in the body of the text. Should contain the key messages of the announcement. It should answer the key questions: who? what? when? where? how? why? why at the European level? It may also indicate the importance of the news ("for the first time....", "the most important contribution....", "a major new strategy"). Should be relatively short (8-12 lines of text).

Background information o o Historical recapitulation. It should highlight links between different issues and locate the information in a broader context, making it easier for readers to understand. Further information, such as annexes providing statistics country-by-country, internet addresses or other references should be included here.

Contact person o o The name and telephone number of the spokesperson and the assistant who can be contacted for further information is usually given here Any other sources of information - such as internet URL addresses may also be useful

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HOW TO WRITE A SPEECH? HOW TO PREPARE POWER POINT SLIDES? HOW TO DRAFT A PRESS RELEASE?

Style Use clear, simple, accessible, non-bureaucratic language. Keep sentences short, use everyday words and the active voice wherever possible. Avoid administrative jargon and terms specific to one sector or field (Don't say "Community Support Programme for Employment" but "EU plan to boost jobs") Avoid unusual expressions, idioms or phrases which are untranslatable or ambiguous. Always explain not only what the institution is doing, but why? (Why is this initiative needed? What will be the benefits? Why is it necessary for the EU to be involved? What is the added value of EU action, which Member States could not achieve acting alone? Wherever possible, information should be directly relevant to the daily lives of the public - work, school, environment, business etc. The message will be stronger and easier to understand if it is based on practical examples or backed by statistics.

Presentation Use sub-titles to highlight different themes or messages, and to break up the text Use bullet points Try to pick out a "10-point plan", "three key issues", a "two-pronged approach". Never use abbreviations without explaining them. Use the sign, not EUR or EURO

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www.eutraining.eu

ONLINE EU TRAINING
THE EUROPEAN UNION ON YOUR DESKTOP

HOW TO WRITE A SPEECH? HOW TO PREPARE POWER POINT SLIDES? HOW TO DRAFT A PRESS RELEASE?