International conferences take place every day. Whatever the topic, whatever the business people gather from around the world to discuss common interests and to exchange views. Someone always has the job of welcoming the delegates to such a conference and in doing so they lay the foundation for its success. Obviously the speaker has to do his or her research. Different countries have different cultures and it is important not to say anything that would offend. It is equally important to make the delegates feel thoroughly welcome. You may have to mention any safety notices that are necessary. It is important also to explain the agenda for the conference and what form it will take. Above all the speaker will have to stress the importance of the subject matter and make everyone present feel involved.

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Not all companies have a Christmas party. Instead they have an annual dinner, often around Christmas time. The reasons are the same. They are meant as a mark of appreciation to the staff for their hard work during the year. They are also meant as a means of motivating the staff to do even better in the year ahead. So whoever is speaking whether it is the C.E.O. the boss or the manager has to do a fine balancing act. The occasion is a social one so the speech should be short and light-hearted. On the other hand he or she has to get in the message that we live in tough times and that hard work is essential in the coming year. It’s not a night for facts and figures but rather one for being optimistic and appealing to the staff for their co-operation, their ideas and their suggestions. Basically the speech should be saying “We are all in this together. Tonight let’s party and then let’s get on with making next year even better.”

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They are gone but they are still with you. The members of your staff retirement association will soon gather for that annual seasonal dinner. It’s a social occasion of course so what you say cannot be boring, dull or lengthy. Yet they will be those present who have worked for the firm for forty years and who still take a keen interest in the goings on of the company or corporation. They want to hear how it is succeeding in these recessionary times and you have to tell them. Remember their pension might not run to reading the Financial Times. It’s appropriate too to welcome them and to urge them to mix and match with old colleagues and friends. This is one gathering of staff that doesn’t have to be motivational but it is a big day in their lives. So tell them that it is they who have built up the company and that they did a marvellous job. Don’t forget, of course, to wish them the compliments of the season.

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In tough times benevolent societies really come into their own. That’s why they have so many functions at this time of the year. They know that members of their own profession or trade need their help and dinners, dances and shows are ways of raising the funds necessary to assist them. They know only too well that but by the grace of God they too could be struck down with illness or disability. So they are sympathetic and understanding and very discreet about the problems people face. Someone will speak at such functions mentioning the necessity for funds without specifying who is in need. Most of us like to help those with whom we have worked or who were associated with our work. We enjoy a good night out and the fact that we are helping others gives it the plus factor. The word benevolent conjures up a picture of a Santa like figure bestowing largesse. Whatever he or she may look like we can be sure that those in need are very grateful for his or her kindness and understanding. As the saying goes “It could happen to anyone.”

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Black Friday is becoming, quite literally a really black day for retail employees. They are not getting a chance to finish celebrating Thanksgiving because so many stories are opening from midnight on Thanksgiving or earlier. It’s time to get the Christmas shopping season off to a start but will a few hours really make that much difference to retail sales? When bosses are giving their Christmas office party speeches will they mention the fact that employees had to leave the Thanksgiving table to mann the tills in many sales outlets? You can bet they won’t. All that seems to matter is to make those tills ring and that has nothing at all to do with the church bells that ring out to spread the real Christmas message of love and peace.

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These are tough times for businesses and for the professional organisations attached to them. It makes sense then for those organisations to use every opportunity for networking and selling their message. The anniversary of a professional organisation is the ideal opportunity to say a few motivational words. The fact that the organisation has lasted through the tough times says a lot in itself. The speaker, whether he be chairman or officer of the association should mention past successes and future challenges. He should speak of the importance of facing the future together as a group who understand the problems and who can, together, search for solutions. The speech should be positive in tone. It should not be too long, just long enough to get a pungent message across. Above all it should, like the three musketeers stress the fact that in today’s market it is one for all and all for one.

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Your company’s annual dinner is more than a social occasion. It’s an opportunity to motivate your staff. It’s your chance to tell them how well they have done and what needs to be done in the future. It’s your opportunity to reach out to them and get them on your side. That does not mean that you have to give a long winded speech giving facts and figures. That’s not appropriate at a social function. Some of the most memorable words in the world were short. Think of Martin Luther King’s “I have a dream” or President Kennedy’s, “Ask not what your country can do for you.” It’s the message that counts. What you are trying to say is, “Company profit means jobs, YOUR jobs.” It’s about telling them that that better production means better salaries. It’s about motivating them to make their company more successful thus giving them better promotional opportunities. It’s using the words “Us” and “Ours.” The company’s annual dinner is about your people and their pride in what they do.

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Managers need to motivate, especially in these recessionary time. The cheapest most effective way to do this is actually speak to the staff. Far too often they are not involved in matters that will affect their own livelihoods and that’s a wasted opportunity to motivate. That is not to say that you have to disclose sensitive information. I t is merely to say that you have to communicate what needs to be done to help make the company successful. It is to say that you should express your appreciation of what has been done to date. It is to stress the importance you place on their suggestions and their ideas. “If you cannot use such suggestions explain that it is too expensive or too much like a competitor’s idea. Explain why you cannot use the ideas rather than let them believe their ideas is being ignored. Say that you would welcome any other ideas they may have in the future. Show them that you understand their concerns. Speak about success and how they have an important role to play in it. Speak to your staff as equals. You may be the hub of the wheel and they may be the spokes but always remember that that makes you dependent on one another. Show them you that you recognise their importance and motivate them by sharing your own enthusiasm with them. Above all speak of “We” rather than just “You.”

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It’s difficult to reply to the toast to the ladies. After all you cannot prepare your speech in advance because you don’t know what the speaker will actually say. Nonetheless you can assume that his speech will be complimentary in tone. So while you don’t actually say that the speaker said you were charming and gracious you mention the fact that the speaker made out ladies to be charming and gracious and all things wonderful. You mention too what a wonderful privilege it is for you to respond to such a toast. You speak of your delight in the occasion and in the fact that the speaker made the ladies feel so special. You hint that he has done wonderful things for the morale of the ladies present and you say that certainly you are delighted that he recognised their talents and skills and all they do to make the world a better place. You may even, tongue in cheek, admit that the ladies mirror the gentlemen present in that they are complimentary to each other.

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Let them know you are grateful. That’s very important if they are your clients. After all there is stiff competition in the world of business and somebody else could offer your clients the same product or service. They might even offer it more cheaply. Obviously you do provide a good service or else the clients would not be using your company. You probably make sure goods or services are delivered on time or advise the client of any unforeseen delays. Naturally too you ensure that the goods or services are top class in themselves. That’s not enough these days. You need the personal touch. You need to establish a good rapport with those clients. You need to stress how important they are to you. You have to tell them how much you appreciate their business. It’s all about good communications and everyone likes to be appreciated and thanked. Your clients are no exception.

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