| Jennifer Cummins @ Omnibus Writing |
| How to Put on An Effective Presentation by Jennifer Cummins |
| first is the totality of the presentation. The second is the nature of the presentation, and the third is the physical space in which the presentation will take place. The first component, the totality of the presentation, is of utmost importance. It will account for how much information is delivered. You may be constricted by a time allotment, other group presenters, or wavering audience interest. The last thing that you want to do is regurgitate to the audience what they spent the last 15 minutes to an hour listening to. A simple phone call or email to the contact person at the event or designated event coordinator will let you know if your product or presentation is similar to others presenting immediately before or after you, or if the physical space you are occupying contains competing businesses. If either of these are the case, politely inquire as to topics they are covering, or as in the physical locale, what products the businesses represent. If your participating in a group presentation,contacting presenters on a friendly basis to possibly structure all an informative presentations creates audience appreciation. Contact each presenter to get specifics on what they will be covering and for what length of time. Will they be using handouts, a Power Point, or an audio presentation? Do they have products or books to sell at the back of the room, or will they be giving out brochures and handouts during the presentation? Is their presentation compatible with yours? If they are competitors of yours in the same line of business, are they agreeable to putting on a consumer-friendly, informative, presentation? No matter what attitude you encounter, you want to study their products or services, to find out what markets, consumers, or benefits differentiate your product from theirs, or what present or future applications your product or service may offer that theirs currently does not. Attacking their product, service, or brand is counter-productive and will negatively reflect on you. Treat the presentation as an informative one and the audience will be more appreciative and more likely to remember your name and company more positively. After contacting the presenter(s), determine what would flow from your presentation into theirs, or vice-versa. Courtesy and professionalism is always appreciated and expected by the audience. If you must change from one presentation format to another, consider inserting some type of intermission at this point. The audience members may stretch their legs, get some refreshments or promotional material (from your company), or take care of personal business. If you are the sole presenter, however, you will still need to know how much allotted time remains for you to cover your key points. Also, find time within your own presentation to insert breaks, in consideration of your audience. An outline covering key topics ensures you identify key points and suggests the most suitable format in which to present your material. A PowerPoint or interactive White Board presentation may be the best and easiest way to convey your information. Not only are these formats visually appealing and readily accessible, it allows you to highlight your points, and insert personal experiences during your narration to demonstrate relevant, personal impact points that may be vital to the topic. Humor always breaks tension and is appreciated, when it is on point and consistent with the presentation’s message and delivered well. A handout for the participants to follow along with and take notes on is a nice complement to the visual presentation. If the presentation is structured as an in-house teleconference, an outline is mandatory to stay on point, being concise and straightforward so those listening in who then can take quick notes, and so your conference can be wrapped up as quickly as possible. Most likely, a teleconference will include other presenters, so an audience will appreciate your concise, straight, to the point, presentation. Keeping the audience focused and interested in the topic at hand when presenters work for the same corporation and are speaking to an employee audience, may be trickier. There may be a tendency for more laughing and joking to be going on among employees or more chatter, but there are many things you can do to keep the audience interested and on topic. Presenters can coordinate the background colors of Power Point backgrounds and lengths of presentation, or discuss where an intermission or break may be appropriate. Consider what immediate impact the presented subjects have on the audience. Will there be further staff education needed by a management audience? If so, consider how management will acquire additional educational materials. If it is necessary to supply binders of the information to take with them as they leave, you need materials prepared beforehand and ready to take as they leave. It will be helpful to have this audience follow along in prepared handouts during the presentation. The handouts will reinforce what the speaker is covering, as a binder may wind up in the hands of a subordinate. An annual benefits explanation to an employee audience, an introduction of new personnel to a department or a complete re-structuring of the department, is one that will require a thorough knowledge of exactly how this change will affect your audience. The costs and benefits of change, as well as anticipated questions and answers, must be formulated prior to the presentation. This may be covered efficiently and effectively via a PowerPoint presentation, combined with handouts. You most likely will be handing out booklets of benefits packages with this sort of presentation. With any introductions of new personnel or department re-structuring, it is up to you to decide what impact, if any, this has on your particular audience and the company as a whole. It is advisable, as well, to know whether the person you may be introducing has prepared a few words so you do not blunder and put him or her on the spot. Try to anticipate questions from the audience for any other type of presentation. Ask for questions at the end of any presentation, and if you are not sure of the answer, say so. Get the person’s name who asked the question, and get the answer to them as soon as possible. Don’t ever guess at the answer. Your credibility is at stake. No matter the nature of the presentation, you must keep in mind the time, length, and any other participants who may be involved during your time to speak. The second component of a successful presentation is the nature of the presentation. Some seemingly informative presentations are really marketing presentations in disguise. We all have seen ‘Infomercials” on television. Car shows, exhibitions in grand hallways, are all to introduce the latest, greatest creations for sale or coming to market. Taken to the next level, even events scheduled to educate emotionally scarred parents about a child’s lifelong disability include some form of background sponsor, such as pharmaceutical companies, to market their products and services, as well as to “inform” the consumer they are serving. Therefore, you have to know your presentation’s intent. Is it an informative presentation, such as a how-to demonstration, strictly a "how to garden with perennials", or are you there to represent, demonstrate, and sell a landscape company's products or services? A presenter to an audience of students who need required continuing educational credits may be emotionally tricky. Some may resent being there, there only to sit and be counted; others may truly have an interest in the subject matter presented and the presenter. In either case, take it at face value, and give it your best. Your name and credentials will follow you wherever you go, and you can gain credibility by teaching others in your area of expertise. The previous and following components will apply, but usually you will be the sole presenter. You must be clear on the points you want to cover, decide on the best way to convey the information, and you will probably be required to have the students complete a proficiency exam at the end of the course. The materials you cover, or your group covers, should adequately educate the audience in order to meet grading requirements. Sharing your knowledge is a joy that knows no bounds. Teaching others carries a future benefit that no one can ever measure. I keep this in mind when creating any presentation. You are the expert. Be professional, courteous, on time, prepared, and interesting. Be ready to learn from your audience, as well. I have never left a room without learning something from someone. You never know if that someone or something will one day impact your own future. The third and last component you must consider is the physical space in which the presentation will take place. Again, if you are unfamiliar with the event venue, a few calls to the event coordinator, or to the venue itself, may clue you in, if you are unable to visit it yourself. Will you be in front of the audience, at a podium, behind a microphone, or will you be in the middle of a circle of chairs, on your feet, with a moving microphone? How large will the space be? Will the acoustics be a problem? Will the audience be able to understand what you are saying? Will they be able to see any visual material presented in addition to your speaking part of the presentation? Will you be wearing a microphone? Will you require a pointer? Will they have the electronics set up prior to your arrival, or will you have to configure the set-up yourself? You can’t anticipate all of the answers, but, by asking most of these questions, you may avoid a lot of the pitfalls many presenters encounter. If anyone is sponsoring your event, do they have a direct contact that you can meet with, prior to your presentation, to make sure the bugs are all worked out? This will give you the confidence and self-assurance you need beforehand. If it is a small space, such as meeting rooms in a hotel, divided by pullout walls in massive ballrooms, it creates a more intimate setting, where you can interact with your audience. However, keeping them on topic via use of visuals, and a commanding, authoritative presence is also key. However, do not be overbearing. Text with clipart or photos will hold their interest, as well as informative handouts to take with them as they leave. If you have products to sell at the end; be sure to be around for informal questions and autographs, if requested. Also, have quality business cards to offer, if asked. If not, have them within handouts, or printed on the handouts, themselves. Adjusting your presentation to the space will make your audience more comfortable and at ease with you and your subject, as well as more receptive. It is your audience’s last impression of you, and, moreover, your last chance to make an impression, so make it a great one. We have covered the key presentation elements: totality, nature, and space, and how considering these elements beforehand can supercharge the impact of a presentation, and maintain your audience’s interest to create their own enthusiasm for your product or service. Putting on a well-crafted presentation with a confident demeanor, a ton of enthusiasm, and first-rate product knowledge will increase your bottom line! |
Jennifer Cummins - Freelance Writer - Copyeditor - Omnibus Writing - Creative Poetry - Ebook Writer - Business Communications
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