Preparing Knock-out Presentations

Clear objectives are key to any presentation. Begin by asking yourself why you are giving the talk, and what you want your audience to get out of it. Consider whether speech alone is the best way of communicating your message, or if your presentation would benefit from visual aids. While you are planning and giving the presentation, keep your objectives in mind at all times—they will focus your thoughts. Having clear reasons for giving the presentation will ensure that you do not waste anyone's time, neither your audience's nor your own.

Before you plan your presentation try to find out who will be in your audience, and what they expect. For example, the tone and content of a presentation to the managing director of another firm will be very different from one addressed to consumers. It is important to know the extent of your audience's knowledge of your topic. Their familiarity with the subject will determine the level at which you pitch the talk. Try to appeal to what will motivate and interest these people.

When it comes to presentations, preparation is key. While we all prepare in different ways, and, with experience, develop our own methods, here are a few key points to bear in mind while you prepare.

• Start by breaking up the task into manageable units. Once you know the length of the presentation—say 15 minutes, for example—break the time up into smaller units and allocate sections of your speech to each unit. Then note down all the points you want to make, and order them logically. This will help you develop the framework and emphasis of the presentation.
• Keep your presentation short and simple; it will be easier for you to manage and remember. If you need to provide more detail, you can give out a written handout at the end. A shorter presentation is usually more effective from the audience's point of view, too. Most people dislike long speeches, and will not necessarily remember any more from them. Aim to identify two or three key points, and concentrate on presenting these in a creative fashion.
• Avoid packing your talk with facts and figures—your audience may become confused and you could lose the thread as well. If you do need to back up what you say, you could use graphs or charts to convey the message in a clear, pictorial form.

With any presentation, you want to consider whether or not visual aids will help you get your message across to your audience. But remember that visual aids should only be used as signposts during the presentation to help the audience focus on your main points.

Visual aids don't have to be complicated. No matter what you use it is important that you not cram too much onto one visual aid (such as a PowerPoint slide), or you will lose the attention of your audience as they read. Use big, bold lettering that can be read from a distance, and bear in mind that images can be far more effective than words.

Try to standardize slides to make them look professional and use templates where possible. Again, do not put too much information onto a single slide. A sensible guideline is to include no more than six points per slide, and to keep the number of words you use for each point to the absolute minimum. Think of your slides as the prompts for what you want to say.

Presentation software such as PowerPoint allows you to develop your presentation using slide templates and gives you the option of using charts, graphics, or even photographs to bring your information to life. Software packages such as PhotoShop allow you to scan in and manipulate photographs, or you could use some of the available animations for transitions between slides.

Pay particular attention to the layout and text on the slides and remain consistent throughout. Select a background that contrasts well with the text, and colors that are strong and stand out. You may also want to include the business's logo on the slides. It is important, always, to proofread your slides and transparencies. There is nothing more noticeable, or more unprofessional, than a typo or grammatical error projected ten times its size on a screen!

Practice your speech often to completely familiarize yourself with it—allow plenty of time for rehearsal before the event. Once you are confident that your presentation is right, resist the temptation to change it. Remember, you may have heard the speech many times, but the audience will be hearing it for the first time. It is also a good idea to practice using the equipment you intend to use; unfamiliar laptops, projectors and DVD players should be tested in advance to make sure you know how to operate them. Make sure you have a contingency plan to cope with any unforeseen mishap. For example, take printouts of your slides along with you in case your computer breaks down. Have plenty of handouts that emphasize your main points. Finally, during your rehearsals, time your speech to be certain that it is neither too long nor too short. Remember to allow time at the end for a question-and-answer session. Resist the temptation to bring your script into the venue and instead write the main points on numbered cue cards as reminders.

Make sure that an appropriately sized room has been arranged for your presentation; take into account the number of people you expect, and check that there is enough seating, lighting, ventilation, and heating. If you will be presenting at your office provide refreshments such as tea, coffee, and water.

You also need to make sure you will be uninterrupted, for example, by phone calls or people accidentally entering the room. Whether you present at your own office or elsewhere, you must make sure that the equipment you need is set up and tested before the presentation starts. If you present away from your office, at a conference or a client's premises, for example, visit the site beforehand to make sure it provides the necessary facilities.

A good knowledge of the audience is absolutely essential in finding the correct pitch. An audience with only a basic knowledge of your subject will soon switch off if you use technical jargon, as will a very knowledgeable audience if you spend the first few minutes going over the basics.

If your presentation absolutely must be longer than 20 minutes, it may be a good idea to insert breaks with some kind of refreshment so that your audience remains fresh and interested.

This can be disastrous! Imagine, for example, arriving and finding that there is no equipment for delivering PowerPoint presentations, and you have no other method of showing slides. Make sure you are familiar with and prepared for the environment in which you will be presenting.

Mind Tools: www.mindtools.com/CommSkll/PresentationPlanningChecklist.htm

SpeechTips.com: www.speechtips.com/preparation.html

Toastmasters International: www.toastmasters.org