The Keys to Being an Effective Presenter

and Cheryl Lynn Dratler, NCCC

There is perhaps no greater skill to build your career or business better than being an effective presenter. Whether you are speaking to a small group, making a sales call, or presenting to a large audience, knowing how to persuasively present your point of view can make the difference in today’s competitive business environment.

A Word on Technology

Technology is making its way into all areas of business, and presentations are no exception. New developments in technology can aid greatly in providing a high impact presentation. To accomplish this, it is equally important to be skilled in the use of both software and hardware. It may take extra time up-front to prepare a technically savvy presentation, but such presentations can add to the credibility of the message and the messenger, and maintain audience interest.

Know what hardware and software you have available and take the time to become familiar with the programs and equipment.

Plan extra time before your presentation for set-up and have a back-up plan in case of a power or an equipment failure. Flipcharts are a versatile back-up visual aid.

Practice thoroughly — using new technology increases rather than decreases the need to invest time in planning and rehearsals.

Prepare

With today’s packed schedules it is tempting to rush the preparation process. Presentations are intended to have a powerful impact and achieve specific results. Solid preparation helps to ensure that this is achieved.

Know your subject — Have a strong base of knowledge and do necessary additional research. What are current trends? Where does the competition stand? What is the latest technology? What are other alternatives?

Clarify your objective — Is it to persuade, inform, interest, inspire, or solicit support or cooperation? Determine the main message based on your objectives. Adopt the “rule of three.” People best absorb no more than three new ideas at a time. Select the facts and arguments that best support your message.

Know your audience — Knowing whom you are addressing is as important as what you convey. What answers might your audience be seeking? What reservations might they have?

Structure your presentation — Good structure and organization provides continuity and makes thought easy to follow. Tell the audience what is to be said, say it, and reinforce what was said. This is the “rule of three” in action again, as it applies to attention span.

Rehearse

Rehearsal is vital. It instills confidence, helps to get the timing right, aids in polishing opening and closing remarks, and helps to produce a smooth presentation. Because achieving your business goals is so important, taking time to rehearse is a must.

Learn your presentation — Know what you are saying and the organization of your ideas. Minimize the need to refer to notes.

Rehearse the entire talk — Practice several times, noting how long each rehearsal takes. Fine tune along the way and never read it word-for-word during rehearsal. Practice out loud, standing or sitting, however it is to be presented. Whenever possible, rehearse at the actual location.

Use your aids — Be sure to use overheads, handouts or flipcharts during rehearsals. Be sure your audience can easily follow along with their handouts. This keeps your ideas flowing while keeping your audience interested.

Use good technique — The delivery of your presentation will affect its impact. Vary the pace, pitch, and emphasis of your voice to maintain the interest and attention of the listeners. Pause before making a key point, highlight it, and allow time for it to sink in. Try to be conversational and avoid a stilted delivery. Incorporate humor where possible and appropriate.

Present

You have prepared yourself well and rehearsed until you are confident. Now, it is time to make your presentation. To be sure your presentation goes as well as you have planned, the following may be beneficial:

Before the presentation — Arrive early. Allow ample time to set up for your presentation, arrange the room and check the equipment you may be using. Take time to greet individuals involved, giving them your full attention.

During the presentation — You’ve prepared and practiced, now is the time to focus on your audience. Be confident and enthusiastic. Stay on track and promote your ideas or message as only you can do.

Close the presentation — Summarize your main points. Allow for questions that have not already been answered. Verify that listeners have all the information they need. Clarify actions to be taken if appropriate. Always say thank you.

Being known as a key presenter and expert in your field can be a very positive, productive, and rewarding experience. You will convey the confidence and knowledge necessary for success when you follow these track-proven guidelines of preparation, rehearsal, and presentation. Much success on your next presentation!

Charlotte King, SPHR and Cheryl Lynn Dratler, NCCC represent Resource Innovations, Inc., a Southwest Florida full-service human resources consulting firm.