7 Steps To Planning A Great Presentation
Imagine you have just been asked to give a highly
complex presentation to the Board of Directors. One
of the biggest mistakes you can make at this point
is to start thinking about what you will say. Instead
focus on planning.
So how might you start the planning? Here is a simple
but effective 7 step process.
Step 1: Develop Objectives
Before you do anything get clear on your objectives
for the presentation. Possible objectives might be:
* To inform the Board of the current financial position
and future forecast
* To secure the funding for a new computer system
* To get buy-in to a new performance management
system
* To secure support for an increase in staff numbers
Take the time to get clear on your objectives from
the presentation.
Step 2: Assess Your Audience
Whenever you are assessing your audience, try to
step into their shoes as the recipient of the presentation.
Think about:
* The level of knowledge they have about the topic
* The level of resistance you are likely to encounter
* The perceptions or views they might have about
you or your team
* Any insights that you have gained from others
about the style or type of presentation they respond
well to
Step 3: Brainstorm Ideas
A brainstorm is quite simply a dump of ideas on
what you could cover. Remember the first step is
to get all possible ideas down. It is not about evaluating
at this stage. Keep brainstorming until you run dry
on ideas.
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Step 4: Identify Common Themes
It is likely that when brainstorming, you will have
come up with similar things that you can group into
an overall theme. For example, if it is a financial
performance presentation you might have included
budgeting, forecasting, treasury and working capital
that you put under a theme called financial management.
Alternatively if it is a human resources presentation
you might have included recruitment, selection, retention
and personal development that you capture under a
theme called talent management.
Step 5: Produce An Outline Structure
On one piece of paper sketch out the theme on each
slide and the two or three messages you want to get
across.
Step 6: Prepare The Presentation Materials
The key things to be aware of in preparing your
presentation materials are:
* The appropriate number of slides- my rule of thumb
is 5-7 maximum for a 10 minute presentation
* How much text to include- in my experience bullet
points are best
* Use animation only if it adds something
* How you will deal with numbers- an excel spreadsheet
is not appropriate so you need to think of alternatives
if it is numbers based presentation
Step 7: Practise Practise Practise
Running through your presentation at least twice
is an essential part of your planning. Don't neglect
it as it will serve you well when it comes to the
real thing
Finally, remember that most of us are not that enthusiastic
about presenting and thorough planning can make all
the difference.
by
Philip Lye
