Presentation Training:
Making Professional Presentation Training Easier 

If you have ever made a presentation to an important group, an executive board, or in any setting where your career is possibly impacted you know the stress such an event can create. Presentations may represent your first opportunity to make an impression, or it might provide the forum for conveying your recommendations. In any case, it is not a trivial exercise, and it requires careful thought, and the presentation of information at the appropriate level, using the right tools, if it is to be effective.

Here are some thoughts, and points that might make it just a bit easier. Let us examine presentations from the beginning to the wrap-up. First, here are some questions you should consider in order to develop the proper presentation packet. Were you asked to speak, or did you initiate the presentation? What is the purpose of the presentation? Who, and how big, is the audience?

The answers to these questions will determine how you will prepare your presentation, and how you prepare for it. You need to have a clear understanding of the reasons and objectives of the presentation, and who the audience will be so you can properly construct the presentation. In addition, you will need to know the environment in which the presentation will occur so you can properly set up the presentation and select the proper tools you will use.

Here are some questions you should consider as you prepare to develop your presentation. What is the nature of the presentation; presenting information, asking for a decision, or motivating the audience? What level does the audience occupy in the organization? What do they have in common; experience, knowing you, or something else? Is this presentation to be interactive?

Next, you will want to consider the logistics for your presentation. The major considerations you will review are the room, the equipment, and the communication vehicle. Consider these questions as you think through the logistics. Where is the presentation to be held? What is the room configuration? How far from the audience will you be? Will you be sitting, or standing? Will the room be darkened, or can it be darkened? Will the audience members need to take notes? Is there adequate seating for all the anticipated attendees? Will there be a telephone, and computer connections? Do you need a white board, or chart pads? Based on the audience size, do you need a sound system? Will you need handouts?

When preparing your presentation, the best method is to keep in mind the old adage, tell them what you are going to tell them, tell them, and then tell them what you told them. Remember to keep the presentation simple, and this is especially true when presenting complex concepts or statistical information. An excellent approach is to use pictures to present complexities and statistical information.

Begin preparing with a high-level draft, and then add the flash and details to the material. Be careful of the flash, it can become overwhelming rapidly. Remember to whom you are presenting, and their level of understanding. Do not go into too much detail, keep the presentation to bullet points, and it should be self-contained. Be sure to anticipate questions, and have a slide prepared to address those questions. You may not use the slide, but better to have it and not need it than the reverse.

Review the presentation, first by presenting to yourself (in front of a mirror works well), then conduct a dry run with a trusted associate, and revise as necessary. Prepare your final version; and if the presentation is sponsored, you should provide a review copy to the sponsor. Again, make adjustments as required and then make your notes for yourself. The notes are for getting yourself prepared, not to use during the presentation.

Here are some suggestions for presenting. Do not eat heavily before presenting, as it will make you sleepy during the presentation. Arrive early to check the room, tools, and equipment. Find a quiet place and spend the last 30 minutes before presenting collecting your thoughts, and calming your nerves. Be sure you hear your introduction, and make sure the information is correct. If there are errors in the introduction, you should correct them as a first step in the presentation.

Start the presentation with humor, if you have the ability, but remember who the audience is and make it appropriate. You should vary the pace of your presentation, and your vocal inflections to keep the audience interested. Remember to use simple, precise language, and use big gestures. Let the audience know how long the presentation will be so they can gage how long they will need to pay attention. If you appear to be running over, tell the audience and be prepared to cut the presentation, if necessary.

Your summary should be strong, and review what you have presented concisely. If there are questions, handle them directly. If you do not know the answer, admit that and promise to get back to the questioner with the answer, and then do so. Take one question at a time, and pause before answering. Repeat the question if the questioner is not loud enough for the entire audience. Answer the question to the entire audience, not just the questioner.

Finally, never be condescending to the audience, find common ground, and remember this is a presentation not a debate. Arguing will detract from the presentation, so avoid negative emotion. Try to have a documented review by the audience members if possible, but do not force it.

If the audience will not review the presentation, conduct one yourself. How did it go? Did the audience appear interested? What went well, and what did not go well? How can you improve? The more you do these presentations the easier they will be.

Source: Kenneth Wallin link

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