Episode #21: How To Prepare For Your Talk

Business leaders in Tokyo (東京 / Tokyo) and across Japan often face a familiar problem: your message is important, but the audience is distracted, overloaded, or skeptical. Whether you are presenting to 日本企業 (Japanese companies) or 外資系企業 (multinational/foreign-capital companies), success depends less on slides and more on strategic preparation, cultural awareness, and confident delivery.

Below is a practical, question-driven guide for senior managers and professionals who need to inform, persuade, or inspire in Japan.

Before writing anything, identify who will be listening. Are you reporting internally to your team, presenting to your direct boss, addressing senior executives, or speaking publicly?

Ask yourself:

• How knowledgeable are they about the topic?

• Are they experts, amateurs, or a mix?

• What are the age ranges and gender mix?

Your content, examples, and vocabulary must match the room. When you calibrate your level correctly, you gain trust faster and reduce friction.

Mini-summary: Define the audience first; your message only works if their knowledge and expectations are respected.

What is the real purpose of your speech: inform, entertain, persuade, or motivate?

Every great talk has one dominant objective. Clarify which one drives your speech:

• Inform: deliver facts, figures, progress, or analysis.

• Entertain: lift morale, create laughter, energize the room.

• Persuade: sell a vision, product, idea, or decision.

• Motivate: rally people to take action.

If persuasion or motivation is your goal, you’ll need stronger evidence and more structure than a simple update.

Mini-summary: Choose one main purpose; it determines your evidence, tone, and structure.

How long do you have, and why are short talks often harder?

Many people think short speeches are easier. In reality, the opposite is common.

To persuade or motivate, you need solid evidence. In a short talk there’s less room to layer proof, stories, or examples. That means every minute must carry weight.

Plan tightly. Remove anything that does not serve your objective.

Mini-summary: Short speeches demand sharper logic and higher density of value.

Timing shapes attention.

• After lunch or after dinner: energy drops, focus weakens.

• Evening stand-up events: people want food/drinks, so distraction rises.

In Japan, in these settings audiences may chat during your talk, creating a steady background roar. Expect it and design for it:

• Start strong and fast.

• Use clear checkpoints.

• Keep energy higher than the room.

Mini-summary: Know the attention level of the time slot and compensate with extra clarity and energy.

How should you dress for success in Tokyo business settings?

When you speak, all eyes are on you. Your appearance becomes part of your credibility.

In Japan, it’s rare to be overdressed. Usually, more formal is safer than casual.
Also make sure accessories (tie, pocket square, scarf) don’t compete with your face for attention.

Mini-summary: Dress slightly more formal than you think necessary; let your face and message lead.

Where should you stand or sit, especially with a screen?

If using a screen, stand to the audience’s left. Because people read left-to-right, they naturally look at your face first, then the slide.

Japan often prefers speakers seated at a table. This tradition reflects hierarchy and humility: standing above the audience can imply superiority. You may also hear speakers apologize for speaking from an elevated position.

Still, standing is usually better because:

• You’re easier to see.

• You can use full body language.

• Your presence feels stronger.

If forced to sit:

• Sit forward and upright.

• Use voice variation, gestures, and facial expression deliberately.

Mini-summary: Stand whenever possible for visibility and energy; if seated, compensate with posture and vocal variety.

How do you control nerves before you speak?

Nerves are normal. Before you speak, your pulse rises, you may perspire, and your body triggers fight-or-flight chemistry.

Two proven controls:

1. Move if unseen: stride around to burn nervous energy.

2. Deep, slow breathing: from the lower diaphragm to reduce pulse rate.

Hydration matters too:

• Drink water in the hours before speaking.

• Have room-temperature water available during the talk.

• Avoid iced water; it constricts the throat.

Mini-summary: Channel nervous energy through movement, breathing, and smart hydration.

How do you structure a speech executives will remember?

Use a simple, high-impact framework:

1. Title that creates curiosity.

2. 3–5 key points only.

3. A strong opening “grabber.”
   People are easily distracted, so you must break through immediately.

4. Two closes:

   • One for the end of your talk.

   • One after Q&A.
     Don’t let a random final question define your last impression.

Mini-summary: Curiosity title + 3–5 points + powerful opening + double close = higher retention and control.

• Audience clarity comes first—your message must match their knowledge and priorities.

• Purpose drives everything—inform, entertain, persuade, or motivate, but not all at once.

• Cultural and situational awareness in Tokyo matters—timing, seating norms, and formality affect outcomes.

• Great delivery is planned delivery—control nerves, structure tightly, and end on your message.