SPEECH WRITING AND RECORDS

Speech writing is a writing that involves not only the composition of the text, (the words that a
speaker intends to speak) but the way the text is rendered (to the way the speaker says the words)
and the special relationship that exists between the speaker (composer), the audience (the
listeners) and the situation. The speech writer must experience these components of the speech if
he is to improve his/her are of public speaking. A speech can be read as an essay but it is
incomplete of its delivery and the speaker’s interaction with an audience is missing.
Public speaking is not restricted to popular preachers, civil activists, statesmen, and politicians.
To become an effective public speaker, you would require training in four major area:
1. Preparing the speech involving selecting a topic, analyzing the audience, gathering
materials, supporting your ideas;
2. Writing the speech involving organizing the body of the speech, beginning and ending
the speech, and outlining the speech;
3. Presenting the speech involving use of language, delivery, using visual aids, and dealing
with anxiety; and
4. Knowing about varieties of speech informative, persuasive, and speeches for special
occasions.
SPEECH PREPARATION
1. Choosing a Topic
The first step in speech making is choosing a topic. There are two broad categories of topics you
could choose from:
a. Subjects you know a lot about and so can talk about easily.
b. Subjects that interest you and that you would like to know more about. They may have
been chosen by someone else.
Before writing a speech there need to be proper outline. For instance if you writing about
examination malpractice, you can outline:
Stopping Cheating in Sessional Exams
 Laziness
 Hard work
 Independence (i.e. of students)
 Lack of pride
 Proper invigilation
 Inadequate seating space
 Proper discipline of culprits
Your final topic could be “Cheating in Examinations: A Sign of Indiscipline”
2. Determining the general purpose
 After selecting a topic, you should determine the general purpose of your speech. Whether your
aim is to inform, enhance knowledge, persuade your audience etc.
3. Determine the specific purpose
Specific purpose should focus on one aspect of the topic. For instance, if your aim is to persuade
your audience, specific purpose can be “to persuade my audience that the contributing to the
finances of the English Association will make it easier for us to purchase books for the library.
After writing the specific purpose, you should then evaluate its strength by asking yourself the
following questions:
i. Am I really interested in this topic?
ii. Does my purpose meet the assignment?
iii. Can I cover the topic in the time allotted?
iv. Is the purpose relevant to the audience?
v. Is the purpose too trivial for my audience?
vi. Is the purpose too technical for my audience?

4. Analyzing the Audience

Since you are planning to give speech to a specific audience, you make the speech audience-
centered.
In getting your speech to be audience-centered, the following questions will guide you:
i. To whom am I speaking?
ii. What do I want to know, believe, or do as a result of my speech/
iii. What is the most effective way of composing and presenting my speech to
accomplish that aim?

5. Supporting your ideas

For your speech to be successful, all the ideas you have gathered either through your personal
knowledge of the topic, through interviewing others who know about the topic, through
brainstorming or research involving the use of books and reference materials from your library
should be elaborated on, be properly develop.
Good speeches need strong supporting materials to bolster the speaker’s point of view. On way
off supporting ideas is through getting the audience involved by providing examples. It can be:
i. A brief example
ii. Extended examples; this is with longer and detailed than brief examples.
iii. Hypothetical examples: this describes an imaginary situation. They are brief stories
that relate a general topic.
6. Statistics
Statistics is usually cited in passing to clarify or strengthen a speaker’s points. They can be used
in combination to show the magnitude or seriousness of an issue. They should be used when they
are needed, and must be easy to understand. The speech writer must also explain figures used.
7. Testimony
When speakers quote or paraphrase the words of a recognized authority in a particular field, they
are the words of a recognized authority in a particular field.
Citing the views of people who are experts is a good way of lending credibility and
trustworthiness to our speeches. It shows that any view held is supported by people who are
knowledgeable about the topic, especially controversial ones, support any view held. In a paper
on the control of diarrhea, a speaker can cite the world Health Organization (W.H.O) or, the
UNICEF in a paper about literacy.
WRITING THE SPEECH
1. Arrange the main points logically.
2. Write good introductions: brief and concise
3. The closing remarks should make the audience know that the speech is ending, and
reinforce the audience’s understanding of, or commitment to, the central idea.
TYPES OF SPEECHES
1. Informative Speeches
2. Persuasive Speeches
Speeches for special occasions
Special occasions, like birthdays, christening, weddings, funerals, graduations, award
ceremonies, inaugurals, retirement dinners, are speech- making occasion. Five common types of
special speeches would suit any of these occasions; introductions, presentations, acceptances,
welcoming and tributes (or commemorative speeches).
Introduction
The occasion calls for a short but important speech. The purpose of introduction is to pave way
for the main speaker. A speech of introduction needs preparation. An audience wants to know
who the speaker is, what he or she is going to talk about, and why they should listen. Sometime
before the speech you will want to consult the speaker to ask what he/she would like to have told
the audience. Ordinarily, you want the necessary biographical information that will show who
the speaker is and why he or she is qualified to talk on the subject. The better known the person
is, the less you need to say. The head of state or a state governor will not need lengthy
introductions.
In speech of introduction, do not over praise the speaker. Familiarize yourself with what you
have to say such as names, topics, all details. Then get your facts straight. The speaker should
not have to spend time correcting your mistakes.
Presentation
The purpose of presentation is to present an award, prize, or gift to someone. In most cases, the
speech of presentation is a reasonably short, formal recognition of some accomplishment. Your
speech has two main goals:
1. To discuss the nature of the award, including history, donor, and conditions under which
it is made.
2. To discuss the accomplishments of the recipient. If a competition was held, you should
describe what the person did in the competition. Under other circumstances, you should
discuss how the person has met the criteria for the award.
The major thing is learn about the award and the condition for the award. Do not over praise
during speech.
Acceptances
When an award is presented, it must be accepted. The speech is a response to speeches of
presentation. The purpose of the speech of acceptance is to give brief thanks for receiving the
award.
The speech ha two parts:
1. A brief thanks to the group agency, or people responsible for giving the award
2. If the recipient was aided by others, he or she gives thanks to those who share in the
honor.
Acceptance speech must be brief. It is just to mainly show gratitude to the presenter.

Welcoming
a speech of welcome is ceremonial, and expresses pleasure in greeting a person or organization.
In a way, it is a double speech of introduction: you introduce the newcomers to the audience and
you introduce the audience to the newcomer.
You must be familiar with both the person and the organization you are welcoming and with the
situation you are welcoming them to. The speech should be brief and accurate.
After expressing pleasure in welcoming the person or organization, tell a little about your guests
and give them the information about the place or organization to which they are being welcomed.
Usually, the conclusion is a brief statement of your hope for a pleasant and profitable visit.

Tributes (Commemorative Speeches)

Commemorative speeches are essentially speeches of praise or celebration. Wedding toasts,
testimonial address, dedications, birthday toasts, the taking of officer, retirement, or deaths, offer
of an opportunity for tributes. A formal speech of tribute given in memory of a deceased person
is called a eulogy.
The key to perfect tribute is sincerity. Although you may want the praise to be apparent, you do
not to overdo it.

RECORDS
A record is information created or received and maintained in an organization, regardless of
media used to control, support, or document the activities and transactions of the organization.
Records include books, letters, documents, printouts, photographs, film, tape, microfiche,
microfilm, Photostats, sound recordings, maps, drawings, and a voice, data, or video
representation held in computer memory.” Records are retained for administrative, financial,
historical, or legal reasons. A record is any document (paper or electronic) created or received by
offices or employees that allows them to conduct business. This definition includes, but is not
limited to:

 correspondence
 forms
 reports
 committee minutes
 memoranda
 policy statements
 budgets

According to international standard organization (ISO), a record must be kept for at least five
years (5years).

Types of records and common record keeping forms & computerized documentation
used in the Hospital.

1. Patients Clinical Records

It is the knowledge of events in the patient illness, progress in his or her recovery and the
type of care given by the hospital personnel. These are:
a) Scientific and legal
b) Evidence to the patient that his /her case is intelligently managed.
c) Avoid duplication of work.
d) Information for medical and legal nursing research.
e) Aids in the promotion of health and care.
f) Legal protection to the hospital doctor and the nurse.
Examples: • Physician’s order sheet • Nurse’s admission assessment • Graphic sheet and flow
sheet- vital signs, I/O chart • Medical history and examination • Nurses’ notes • Medication
records • Progress notes
2. Individual Staff Records.
• A separate set of record is needed for each staff, giving details of their sickness and
absences, their carrier and development activities and a personnel note

3. Ward Records. These are the records pertaining to a particular ward. • Circular record •
Round book • Duty roaster • Ward indent book • Ward inventory book • Staff patient
assignment record • Student attendance and patient assignment record

4. Administrative Records with Educational Value. • Treatment register. • Admission

and discharge register. • Personnel performance

5. registers. • Organogram / organization chart • Job description • Procedure manual

6. Acuity Records
Although acuity records are not part of a patient’s medical record, they are useful for
determining the hours of care and staff required for a given group of patients. • A
patient’s acuity level, usually determined by a computer program, is based on the type
and number of nursing interventions required over a 24-hour period. • The patient-to-staff
ratios established for a unit depend on a composite gathering of 24-hour acuity data Most
Common Documents In Patient Record: • Admission sheet • Physician’s order sheet •
Nurse’s admission assessment • Graphic sheet and flow sheet- vital signs, I/O chart •
Medical history and examination • Nurses’ notes • Medication records • Progress notes •
results from diagnostic tests (e.g., laboratory and x-ray film results) • consent forms •
Discharge summary • Referral summary.
Common Record Keeping Forms

a) A variety of paper or electronic forms are available for the type of information
nurses routinely document. • The categories within a form are usually derived
from institutional standards of practice or guidelines established by accrediting
agencies.
b) Admission Nursing History Forms • A nurse completes a nursing history form
when a patient is admitted to a nursing unit. • The form guides the nurse through a
complete assessment to identify relevant nursing diagnoses or problems.
c) Flow Sheets and Graphic Records • Flow sheets allow you to quickly and easily
enter assessment data about a patient, including vital signs and routine repetitive
care such as hygiene measures, ambulation, meals, weights, and safety and
restraint checks. Flow sheets help team members quickly see patient trends over
time and decrease time spent on writing narrative notes. • Critical and acute care
units commonly use flow sheets for all types of physiological data.
d) Patient Care Summary or Kardex forms have an activity and treatment section
and a nursing care plan section that organize information for quick reference. An
updated Kardex eliminates the need for repeated referral to the chart for routine
information throughout the day. The patient care summary or Kardex includes the
following information: • Basic demographic data (e.g., age, religion) • Health care
provider’s name • Primary medical diagnosis • Medical and surgical history •
 Current orders from health care provider (e.g. dressing changes, ambulation,
glucose monitoring) • Nursing care plan • Nursing orders (e.g., education
sessions, symptom relief measures, counseling) • Scheduled tests and procedures •
Allergies
e) Standardized Care Plans • Some institutions use standardized care plans. • The
plans, based on the institution’s standards of nursing practice, are pre-printed,
established guidelines used to care for patients who have similar health problems.
• After completing a nursing assessment, the nurse identifies the standard care
plans that are appropriate for the patient and places the plans in his or her medical
record. • The nurse modifies the plans to individualize the therapies.
f) Progress Notes • Progress notes made by nurses provide information about the
progress a client is making toward achieving desired outcomes.
g) Discharge Summary Forms Discharge documentation includes • Medications •
Diet • Community resources • Follow-up care • Who to contact in case of an
emergency or for questions

COMPUTERIZED DOCUMENTATION

Computerized documentation • Nurses use computers to store the client’s database, add new
data, create and revise care plans, and document client progress.

Computerized charting- advantages – Increases the quality of documentation and save time. –
Increases legibility and accuracy. – Facilitates statistical analysis of data. – The system links
various sources of client information.
Computerized charting- disadvantages • Client’s privacy may be infringed on if security
measures are not used. • Breakdowns make information temporarily unavailable. • The system is
expensive. • Extended training periods may be required when a new or updated system is
installed.

Precautions during computerized charting

 Password should never share.
 Change frequently.
 Make sure terminal cannot be viewed by unauthorized persons.