Best Practices: Getting Your Message Across

(Note to reader. We are transferring previous blogging entries to here. Original date: 2/16/2006)

Know Your Objectives
Presenters typically spend an enormous amount of time and effort in preparing for their presentations. This, however, does not ensure success. To make a presentation successful, you need to consider your presentation objectives. These include the following

• your presentation needs to address the expectations and needs of the audience, as described in our article Knowing Your Audience,
• show that you understand what the purpose of the presentation is in a focused manner,
• ensure that you have a good command of the material,
• identify next steps on how to move forward,
• be able to use the presentation equipment and software with ease,
• be flexible with your presentation; expect to be cut short or be asked for more details.

Audience Expectations
Understand the purpose of the presentation and don't stray off the topic. Presentations typically stray off on their own as the audience interjects their thoughts and suggestions. Maintain your focus as the discussion strays.

By understanding your audience and meeting their needs, you are enabling them to listen better to your message. Imagine presenting petty details to management when they have the bigger picture to think about and never enough time on their hands. That would be a recipe for failure.

Command of the Material
Make sure you know all the required details and background of the material you are presenting so that you can respond to questions and changed directions during the presentation. Don't expect to have the full time allotted to your presentation. Know when to skip some slides but make sure the key message is relayed.

Presentation Content, Style, Components
Variety and creativity are beneficial. Consider how the slides look visually. Sometimes presenters erroneously put all the words of their speech onto the slides. This clutter distracts the audience from listening to the presenter. It almost forces them to read your presentation rather than listen to what you have to say. It is a good way to lose your audience. Instead, have no more than a few bullets on a slide. If you are in command of your material, you won't need to write out all the details on the slides.

Practice with all the physical components to ensure things work correctly. Check out the room where you will present if you can. Make sure that the equipment and supplies you need are there or that you bring extra. Be prepared in case of malfunctions. You might consider brings a few key slides as handouts.

Make Your Presentation Understandable
One of the best ways to practice your presentation is to do it aloud in front of someone who knows very little about your work. You would be getting valuable feedback. Practicing aloud enlightens us as to how well we are prepared.

Successful Endings
At the end of your presentation, make sure that you end with a summary and next steps. This ensures that the audience will remember the key points. They will also leave your presentation feeling that you are leading everyone in the right direction and you will be considered a leader.