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Social Sci LibreTexts

9.3: Organizing

  • Page ID
    14288
  • Learning Objectives

    1. Explain the process of organizing a speech.
    2. Identify common organizational patterns.
    3. Incorporate supporting materials into a speech.
    4. Employ verbal citations for various types of supporting material.
    5. List key organizing signposts.
    6. Identify the objectives of a speech introduction.
    7. Identify the objectives of a speech conclusion.

    When organizing your speech, you want to start with the body. Even though most students want to start with the introduction, I explain that it’s difficult to introduce and preview something that you haven’t yet developed. A well-structured speech includes an introduction, a body, and a conclusion. Think of this structure as a human body. This type of comparison dates back to Plato, who noted, “every speech ought to be put together like a living creature” (Winans, 1917). The introduction is the head, the body is the torso and legs, and the conclusion is the feet. The information you add to this structure from your research and personal experience is the organs and muscle. The transitions you add are the connecting tissues that hold the parts together, and a well-practiced delivery is the skin and clothing that makes everything presentable.

    Organizing the Body of Your Speech

    Writing the body of your speech takes the most time in the speech-writing process. Your specific purpose and thesis statements should guide the initial development of the body, which will then be more informed by your research process. You will determine main points that help achieve your purpose and match your thesis. You will then fill information into your main points by incorporating the various types of supporting material discussed previously. Before you move on to your introduction and conclusion, you will connect the main points together with transitions and other signposts.

    Determining Your Main Points

    Think of each main point as a miniature speech within your larger speech. Each main point will have a central idea, meet some part of your specific purpose, and include supporting material from your research that relates to your thesis. Reviewing the draft of your thesis and specific purpose statements can lead you to research materials. As you review your research, take notes on and/or highlight key ideas that stick out to you as useful, effective, relevant, and interesting. It is likely that these key ideas will become the central ideas of your main points, or at least subpoints. Once you’ve researched your speech enough to achieve your specific purpose, support your thesis, and meet the research guidelines set forth by your instructor, boss, or project guidelines, you can distill the research down to a series of central ideas. As you draft these central ideas, use parallel wording, which is similar wording among key organizing signposts and main points that helps structure a speech. Using parallel wording in your central idea statement for each main point will also help you write parallel key signposts like the preview statement in the introduction, transitions between main points, and the review statement in the conclusion. The following example shows parallel wording in the central ideas of each main point in a speech about the green movement and schools:

    1. The green movement in schools positively affects school buildings and facilities.
    2. The green movement in schools positively affects students.
    3. The green movement in schools positively affects teachers.

    While writing each central idea using parallel wording is useful for organizing information at this stage in the speech-making process, you should feel free to vary the wording a little more in your actual speech delivery. You will still want some parallel key words that are woven throughout the speech, but sticking too close to parallel wording can make your content sound forced or artificial.

    After distilling your research materials down, you may have several central idea statements. You will likely have two to five main points, depending on what your instructor prefers, time constraints, or the organizational pattern you choose. All the central ideas may not get converted into main points; some may end up becoming subpoints and some may be discarded. Once you get your series of central ideas drafted, you will then want to consider how you might organize them, which will help you narrow your list down to what may actually end up becoming the body of your speech.

    Organizing Your Main Points

    There are several ways you can organize your main points, and some patterns correspond well to a particular subject area or speech type. Determining which pattern you will use helps filter through your list of central ideas generated from your research and allows you to move on to the next step of inserting supporting material into your speech. Here are some common organizational patterns.

    Topical Pattern

    When you use the topical pattern, you are breaking a large idea or category into smaller ideas or subcategories. In short you are finding logical divisions to a whole. While you may break something down into smaller topics that will make two, three, or more main points, people tend to like groups of three. In a speech about the Woodstock Music and Art Fair, for example, you could break the main points down to (1) the musicians who performed, (2) the musicians who declined to perform, and (3) the audience. You could also break it down into three specific performances—(1) Santana, (2) The Grateful Dead, and (3) Creedence Clearwater Revival—or three genres of music—(1) folk, (2) funk, and (3) rock.

    The topical pattern breaks a topic down into logical divisions but doesn’t necessarily offer any guidance in ordering them. To help determine the order of topical main points, you may consider the primacy or recency effect. You prime an engine before you attempt to start it and prime a surface before you paint it. The primacy effect is similar in that you present your best information first in order to make a positive impression and engage your audience early in your speech. The recency effect is based on the idea that an audience will best remember the information they heard most recently. Therefore you would include your best information last in your speech to leave a strong final impression. Both primacy and recency can be effective. Consider your topic and your audience to help determine which would work best for your speech.

    Chronological Pattern

    A chronological pattern helps structure your speech based on time or sequence. If you order a speech based on time, you may trace the development of an idea, product, or event. A speech on Woodstock could cover the following: (1) preparing for the event, (2) what happened during the event, and (3) the aftermath of the event. Ordering a speech based on sequence is also chronological and can be useful when providing directions on how to do something or how a process works. This could work well for a speech on baking bread at home, refinishing furniture, or harvesting corn. The chronological pattern is often a good choice for speeches related to history or demonstration speeches.

    Spatial Pattern

    The spatial pattern arranges main points based on their layout or proximity to each other. A speech on Woodstock could focus on the layout of the venue, including (1) the camping area, (2) the stage area, and (3) the musician/crew area. A speech could also focus on the components of a typical theater stage or the layout of the new 9/11 memorial at the World Trade Center site.

    Problem-Solution Pattern

    The problem-solution pattern entails presenting a problem and offering a solution. This pattern can be useful for persuasive speaking—specifically, persuasive speeches focused on a current societal issue. This can also be coupled with a call to action asking an audience to take specific steps to implement a solution offered. This organizational pattern can be applied to a wide range of topics and can be easily organized into two or three main points. You can offer evidence to support your claim that a problem exists in one main point and then offer a specific solution in the second main point. To be more comprehensive, you could set up the problem, review multiple solutions that have been proposed, and then add a third main point that argues for a specific solution out of the ones reviewed in the second main point. Using this pattern, you could offer solutions to the problem of rising textbook costs or offer your audience guidance on how to solve conflicts with roommates or coworkers.

    Cause-Effect Pattern

    The cause-effect pattern sets up a relationship between ideas that shows a progression from origin to result. You could also start with the current situation and trace back to the root causes. This pattern can be used for informative or persuasive speeches. When used for informing, the speaker is explaining an established relationship and citing evidence to support the claim—for example, accessing unsecured, untrusted websites or e-mails leads to computer viruses. When used for persuading, the speaker is arguing for a link that is not as well established and/or is controversial—for example, violent video games lead to violent thoughts and actions. In a persuasive speech, a cause-effect argument is often paired with a proposed solution or call to action, such as advocating for stricter age restrictions on who can play violent video games. When organizing an informative speech using the cause-effect pattern, be careful not to advocate for a particular course of action.

    Monroe’s Motivated Sequence

    Monroe’s Motivated Sequence is a five-step organization pattern that attempts to persuade an audience by making a topic relevant, using positive and/or negative motivation, and including a call to action. The five steps are (1) attention, (2) need, (3) satisfaction, (4) visualization, and (5) action (Monroe & Ehninger, 1964).

    The attention step is accomplished in the introduction to your speech. Whether your entire speech is organized using this pattern or not, any good speaker begins by getting the attention of the audience. We will discuss several strategies in Section 9 “Getting Your Audience’s Attention” for getting an audience’s attention. The next two steps set up a problem and solution.

    After getting the audience’s attention you will want to establish that there is a need for your topic to be addressed. You will want to cite credible research that points out the seriousness or prevalence of an issue. In the attention and need steps, it is helpful to use supporting material that is relevant and proxemic to the audience.

    Once you have set up the need for the problem to be addressed, you move on to the satisfaction step, where you present a solution to the problem. You may propose your own solution if it is informed by your research and reasonable. You may also propose a solution that you found in your research.

    The visualization step is next and incorporates positive and/or negative motivation as a way to support the relationship you have set up between the need and your proposal to satisfy the need. You may ask your audience to visualize a world where things are better because they took your advice and addressed this problem. This capitalizes on positive motivation. You may also ask your audience to visualize a world where things are worse because they did not address the issue, which is a use of negative motivation. Now that you have hopefully persuaded your audience to believe the problem is worthy of addressing, proposed a solution, and asked them to visualize potential positive or negative consequences, you move to the action step.

    The action step includes a call to action where you as basically saying, “Now that you see the seriousness of this problem, here’s what you can do about it.” The call to action should include concrete and specific steps an audience can take. Your goal should be to facilitate the call to action, making it easy for the audience to complete. Instead of asking them to contact their elected officials, you could start an online petition and make the link available to everyone. You could also bring the contact information for officials that represent that region so the audience doesn’t have to look them up on their own. Although this organizing pattern is more complicated than the others, it offers a proven structure that can help you organize your supporting materials and achieve your speech goals.

    Incorporating Supporting Material

    So far, you have learned several key steps in the speech creation process, which are reviewed in Figure 9.4 “From Research to Main Points”. Now you will begin to incorporate more specific information from your supporting materials into the body of your speech. You can place the central ideas that fit your organizational pattern at the beginning of each main point and then plug supporting material in as subpoints.

    Figure 9.4 From Research to Main Points

    9b9e463f4c9bc1e8489b656505ec342c.jpg

    This information will also make up the content of your formal and speaking outlines, which we will discuss more in Section 9.4 “Outlining”. Remember that you want to include a variety of supporting material (examples, analogies, statistics, explanations, etc.) within your speech. The information that you include as subpoints helps back up the central idea that started the main point. Depending on the length of your speech and the depth of your research, you may also have sub-subpoints that back up the claim you are making in the subpoint. Each piece of supporting material you include eventually links back to the specific purpose and thesis statement. This approach to supporting your speech is systematic and organized and helps ensure that your content fits together logically and that your main points are clearly supported and balanced.

    One of the key elements of academic and professional public speaking is verbally citing your supporting materials so your audience can evaluate your credibility and the credibility of your sources. You should include citation information in three places: verbally in your speech, on any paper or electronic information (outline, PowerPoint), and on a separate reference sheet. Since much of the supporting material you incorporate into your speech comes directly from your research, it’s important that you include relevant citation information as you plug this information into your main points. Don’t wait to include citation information once you’ve drafted the body of your speech. At that point it may be difficult to retrace your steps to locate the source of a specific sentence or statistic. As you paraphrase or quote your supporting material, work the citation information into the sentences; do not clump the information together at the end of a sentence, or try to cite more than one source at the end of a paragraph or main point. It’s important that the audience hear the citations as you use the respective information so it’s clear which supporting material matches up with which source.

    Writing key bibliographic information into your speech will help ensure that you remember to verbally cite your sources and that your citations will be more natural and flowing and less likely to result in fluency hiccups. At minimum, you should include the author, date, and source in a verbal citation. Sometimes more information is necessary. When citing a magazine, newspaper, or journal article, it is more important to include the source name than the title of the article, since the source name—for example, Newsweek—is what the audience needs to evaluate the speaker’s credibility. For a book, make sure to cite the title and indicate that the source is a book. When verbally citing information retrieved from a website, you do not want to try to recite a long and cumbersome URL in your speech. Most people don’t even make it past the “www.” before they mess up. It is more relevant to audiences for speakers to report the sponsor/author of the site and the title of the web page, or section of the website, where they obtained their information. When getting information from a website, it is best to use “official” organization websites or government websites. When you get information from an official site, make sure you state that in your citation to add to your credibility. For an interview, state the interviewee’s name, their credentials, and when the interview took place. Advice for verbally citing sources and examples from specific types of sources follow:

    1. Magazine article

      • “According to an article by Niall Ferguson in the January 23, 2012, issue of Newsweek, we can expect much discussion about ‘class warfare’ in the upcoming presidential and national election cycle. Ferguson reports that…”
      • “As reported by Niall Ferguson, in the January 23, 2012, issue of Newsweek, many candidates denounce talking points about economic inequality…”
    2. Newspaper article

      • “On November 26, 2011, Eithne Farry of The Daily Telegraph of London reported that…”
      • “An article about the renewed popularity of selling products in people’s own homes appeared in The Daily Telegraph on November 26, 2011. Eithne Farry explored a few of these ‘blast-from-the-past’ styled parties…”
    3. Website

      • “According to information I found at ready.gov, the website of the US Department of Homeland Security, US businesses and citizens…”
      • “According to information posted on the US Department of Homeland Security’s official website,…”
      • “Helpful information about business continuity planning can be found on the U.S. Department of Homeland Security’s official website, located at ready.gov…”
    4. Journal article

      • “An article written by Dr. Nakamura and Dr. Kikuchi, at Meiji University in Tokyo, found that the Fukushima disaster was complicated by Japan’s high nuclear consciousness. Their 2011 article published in the journal Public Administration Today reported that…”
      • “In a 2012 article published in Public Administration Review, Professors Nakamura and Kikuchi reported that the Fukushima disaster was embarrassing for a country with a long nuclear history…”
      • “Nakamura and Kikuchi, scholars in crisis management and public policy, authored a 2011 article about the failed crisis preparation at the now infamous Fukushima nuclear plant. Their Public Administration Review article reports that…”
      • Bad example (doesn’t say where the information came from). “A 2011 study by Meiji University scholars found the crisis preparations at a Japanese nuclear plant to be inadequate…”
    5. Book

      • “In their 2008 book At War with Metaphor, Steuter and Wills describe how we use metaphor to justify military conflict. They report…”
      • “Erin Steuter and Deborah Wills, experts in sociology and media studies, describe the connections between metaphor and warfare in their 2008 book At War with Metaphor. They both contend that…”
      • “In their 2008 book At War with Metaphor, Steuter and Wills reveal…”
    6. Interview

      • “On February 20 I conducted a personal interview with Dr. Linda Scholz, a communication studies professor at Eastern Illinois University, to learn more about Latina/o Heritage Month. Dr. Scholz told me that…”
      • “I conducted an interview with Dr. Linda Scholz, a communication studies professor here at Eastern, and learned that there are more than a dozen events planned for Latina/o Heritage Month.”
      • “In a telephone interview I conducted with Dr. Linda Scholz, a communication studies professor, I learned…”

    “Getting Critical”

    Plagiarism

    During the process of locating and incorporating supporting material into your speech, it’s important to practice good research skills to avoid intentional or unintentional plagiarism. Plagiarism, as we have already learned, is the uncredited use of someone else’s words or ideas. It’s important to note that most colleges and universities have strict and detailed policies related to academic honesty. You should be familiar with your school’s policy and your instructor’s policy. At many schools, there are consequences for academic dishonesty whether it is intentional or unintentional. Although many schools try to make a learning opportunity out of an initial violation, multiple violations could lead to suspension or expulsion. At the class level, plagiarism may result in an automatic “F” for the assignment or the course.

    Over my years of teaching, I have encountered more than a dozen cases of plagiarism. While that is not a large percentage in relation to the large number of students I have taught, I have noticed that the instances have steadily increased over the past few years. I don’t think this is because students are becoming more dishonest; I think it’s become easier to locate and copy information and easier to catch those who do. I always remind my students that they do not have access to a secret version of the Internet that faculty can’t access. If it takes a student five seconds to find a speech to plagiarize online, it will take me the same amount of time. Software programs like Turnitin.com also aid instructors in detecting plagiarism.

    Being organized and thorough in your research can help avoid a situation where you feel backed into a corner and fake some sources or leave out some citations because you’re out of time. One key to avoiding this type of situation is to keep good records as you research and write. First, as you locate sources, always record all the key bibliographic information. I know from experience how frustrating it can be to try to locate a source after you’ve already worked it into your speech or paper, and you have the quote or paraphrase but can’t retrace your steps to find where you took it from. Printing the source, downloading the PDF, or copying and pasting the URL as soon as you locate the source can help you retrace your steps if needed.

    Save drafts of your writing as you progress. Each day I work on a chapter for this book, I go to the “File” menu, choose “Save As,” and amend the file name to include that day’s date. That way I have a record that shows my work. The various style guides for writing also offer specific advice on how to cite sources and how to conduct research. You are probably familiar with MLA (Modern Language Association), used mostly in English and the humanities, and APA (American Psychological Association), which is used mostly in the social sciences. There’s also the Chicago Manual of Style (CMS), used in history and also the style this book is in, and CBE (developed by the Council of Science Editors), which is used in biological and earth sciences. Since each manual is geared toward a different academic area, it’s a good source for specific research-related questions. When in doubt about how to conduct or cite research, you can also ask your instructor for guidance.

    1. Why do you think instances of academic dishonesty have been steadily increasing over the past few years?
    2. What is your school’s policy in academic honesty? What is your instructor’s policy? What are the potential consequences for violating this policy at the school and classroom levels?
    3. Based on what you learned here, what are some strategies you can employ to make your research process more organized?

    Signposts

    Signposts on highways help drivers and passengers navigate places they are not familiar with and give us reminders and warnings about what to expect down the road. Signposts in speeches are statements that help audience members navigate the turns of your speech. There are several key signposts in your speech. In the order you will likely use them, they are preview statement, transition between introduction and body, transitions between main points, transition from body to conclusion, and review statement (see Table 9.3 “Organizing Signposts” for a review of the key signposts with examples). While the preview and review statements are in the introduction and conclusion, respectively, the other signposts are all transitions that help move between sections of your speech.

    Table 9.3 Organizing Signposts

    Signpost Example
    Preview statement “Today, I’d like to inform you about the history of Habitat for Humanity, the work they have done in our area, and my experiences as a volunteer.”
    Transition from introduction to body “Let’s begin with the history of Habitat for Humanity.”
    Transition from main point one to main point two “Now that you know more about the history of Habitat for Humanity, let’s look at the work they have done in our area.”
    Transition from main point two to main point three “Habitat for Humanity has done a lot of good work in our area, and I was fortunate to be able to experience this as a volunteer.”
    Transition from body to conclusion “In closing, I hope you now have a better idea of the impact this well-known group has had.”
    Review statement “Habitat for Humanity is an organization with an inspiring history that has done much for our area while also providing an opportunity for volunteers, like myself, to learn and grow.”

    There are also signposts that can be useful within sections of your speech. Words and phrases like Aside from and While are good ways to transition between thoughts within a main point or subpoint. Organizing signposts like First, Second, and Third can be used within a main point to help speaker and audience move through information. The preview in the introduction and review in the conclusion need not be the only such signposts in your speech. You can also include internal previews and internal reviews in your main points to help make the content more digestible or memorable.

    In terms of writing, compose transitions that are easy for you to remember and speak. Pioneer speech teacher James A. Winans wrote in 1917 that “it is at a transition, ninety-nine times out of a hundred, that the speaker who staggers or breaks down, meets his [or her] difficulty” (Winans, 1917). His observation still holds true today. Key signposts like the ones in Table 9.3 “Organizing Signposts” should be concise, parallel, and obviously worded. Going back to the connection between speech signposts and signposts that guide our driving, we can see many connections. Speech signposts should be one concise sentence. Stop signs, for example, just say, “STOP.” They do not say, “Your vehicle is now approaching an intersection. Please bring it to a stop.”

    9.3.1N-1.jpg

    Signposts in your speech guide the way for your audience members like signposts on the highway guide drivers.

    Doug Kerr – Minnesota State Highway 5 – CC BY-SA 2.0.

    Try to remove unnecessary words from key signposts to make them more effective and easier to remember and deliver. Speech signposts should also be parallel. All stop signs are octagonal with a red background and white lettering, which makes them easily recognizable to drivers. If the wording in your preview statement matches with key wording in your main points, transitions between main points, and review statement, then your audience will be better able to follow your speech. Last, traffic signposts are obvious. They are bright colors, sometimes reflective, and may even have flashing lights on them. A “Road Closed” sign painted in camouflage isn’t a good idea and could lead to disaster.

    Being too vague or getting too creative with your speech signposts can also make them disappear into the background of your speech. My students have expressed concern that using parallel and obvious wording in speech signposts would make their speech boring or insult the intelligence of their audience. This is not the case. As we learned in Chapter 5 “Listening”, most people struggle to be active listeners, so making a speech more listenable is usually appreciated. In addition, these are just six sentences in a much larger speech, so they are spaced out enough to not sound repetitive, and they can serve as anchor points to secure the attention of the audience.

    In addition to well-written signposts, you want to have well-delivered signposts. Nonverbal signposts include pauses and changes in rate, pitch, or volume that help emphasize transitions within a speech. I have missed students’ signposts before, even though they were well written, because they did not stand out in the delivery. Here are some ways you can use nonverbal signposting: pause before and after your preview and review statements so they stand out, pause before and after your transitions between main points so they stand out, and slow your rate and lower your pitch on the closing line of your speech to provide closure.