30 Jun Preparation Preparation Preparation

Most of us will put quite a bit of thought into what we’re going to say when preparing for a speech or presentation. However, the WAY we prepare can often determine how effectively we deliver the final product. Many people take the ‘less is more’ approach. They know their stuff, so they’ll just wing it because they don’t want to sound too forced, however this can sometimes result in talking yourself into a corner. Others, spend countless hours making the most complex and detailed 87 slide power point presentation, only to find they have to skip through most of their lovingly curated slides because they run out of time. If done right, preparation should deliver an effective end result and most importantly, save you the embarrassment of getting it wrong.

Even the most talented performers do their prep. Actors and stand up comedians spend months writing their ‘ad lib’ lines so they can be delivered in exactly the right way.

I find the best way for me is to put it in my diary as a meeting: ie I am unavailable Tuesday 2pm-3pm because I have allocated that time specifically for my prep.

Start with the following:

• Understand your audience. What will they gain the most value from hearing? Make a list of all the points you think are relevant, then halve it. Be disciplined and put them in order of importance.
• How much time have you been allocated? Do you need to condense or expand on your key points?
• Have a look at how each point will flow from one to the next. Create logical segues. Maybe you’ll need to reorder them into groups or themes.
• Create a narrative, yes, a narrative. Even if you’re presenting the budget projections, turn it into a story that flows with a beginning, a middle and an end.
• Now read it aloud (in private). See how the words translate from the page to a verbal delivery. You might even want to record yourself and listen back to see where you can sharpen things up or clarify points.
• End strong. Don’t just fizzle out as if you’re trying to leave a party. You know when you say, “OK I’m off now” and then 30 mins later you’re still talking to people until you have to say goodbye all over again. Just say goodbye, thank-you and leave already! Your ending should provide a meaningful ‘full stop’ to your address.

Good preparation gives you a confident and gracious way to finish, so that you feel like you have really added something important to the conversation. It makes you more relaxed and pays respect to those who have turned up to hear you.