Whether you are sharing new information with the board of directors to gain approval or with your team to gain support and buy-in for a new initiative, effective presentation skills are paramount. That's because effective or powerful presentations are not just about relaying information in the form of facts and figures, but oftentimes it also enlist positive persuasion skills to gain commitment.
I have been effectively presenting information to senior leaders, mid-managers, and line staff for many years. I regularly speak to groups large as 500 people at a time, and also quite often train smaller groups of 5-30 people; so my depth of experience speaks for itself. Just like anyone else, I sometimes experience stage fright. However, to increase my effectiveness in getting my point across with a high level of audience attention and retention, there are three essentials that I consistently employ. They are Preparation, Presentation, and Feedback for Refinement.
Preparation (Before the Meeting)
Know your audience. The first key to delivering a powerful presentation that enlists positive results is to prepare in advance. This starts with knowing your audience - their likes, dislikes, expectations, and hot buttons. In my experience I've found that some audiences enjoy some humor to add levity in the presentation, while other audiences just want the pure facts and figures.
Know your topic. Preparation also means knowing your topic inside and outside, anticipating the types of questions the audience might ask, and being able to answer them in a quick and concise manner. If you are not committed to becoming a "subject matter expert" on the topic you are asked to discuss, don't commit to the assignment. The last thing you want to do is be perceived as a babbling idiot in front of your superiors and colleagues. Again, you MUST know your stuff, inside and out.
Outline your presentation. Even the most powerful public speakers will admit that they outline their presentation in advance. This ensures they stay on point and cover those issues that are most important to the audience. It's easy to get side-tracked by questions from audience members that are not relevant to your topic or message. Having a brief, clearly thought out outline helps you get back on track and ensure the audience leaves with the message you intended them to have.
Have Handouts. It is rare that you get the allotted time promised to present your information. Most meetings, especially at the executive level always run over time - which sometimes limits the amount of time you have to present your topic or message. Having brief handouts that outline or reinforce the most important points of your message are always handy. Also, be mindful that the quality of your handouts speak volumes to the audience about your level of expertise, and your attention to detail. For those members of the audience who are very visual, this also adds value and clarity on the topic and message you want to deliver. And if your PowerPoint presentation is short, 5-10 slides, you can make it the handout.
Practice makes perfect. I give speeches, presentations, and training workshops on the topics of Service Excellence and Leadership Effectiveness several times a month and have written several books on the subject. However, I still rehearse my presentation in private (aloud) several times, reviewing my notes leading up to the minute of my presentation to ensure success. Just like you, I only have one chance to make a first impression, and not being prepared by practicing in advance is a perfect formula to kill that first impression.
Walk the room in advance. If possible, always gain access to the room in advance to give you an idea of the set-up. Then check your equipment and software in advance (i.e., LCD projector, laptop computer, PowerPoint presentation, microphone, wireless mouse) to ensure there will be no equipment or technology issues before you start. The last thing you want people to remember about your presentation is that the equipment didn't work. Another part of the preparation process is knowing your topic or presentation so well, that if there is an equipment problem, you are still able to deliver the information or message with a high level of confidence. Bottom-line, always be prepared, and never assume the equipment will function without incident.
Dress appropriately. It should go without saying, but I will mention it - appearance is very important, no matter who you are presenting to. Looking your best gives the positive impression that you are prepared, knowledgeable of your topic, and confident. Even if the attire for the meeting you will be presenting at is casual, dress one level up - which would be "business casual."
Bottom-line, proper preparation will ensure your presentation is memorable, meaningful, and insightful for your audience. In Part 2 of this article I will share the other aspects of developing powerful presentation skills, from delivery to follow-up and feedback. Most of all, remember that you never get a second chance to make a first impression.