There are always three speeches for every one you actually give. The one you practiced, the one you gave, and the one you wish you gave.
Dale Carnegie

We use presentations all the time in our work, both inside and outside the organisation. Every time we need to make a case, whether to one person or a thousand, we are presenting.

We present when we are:

• selling
• making a work proposal
• speaking about a report
• training others on the job
• speaking in meetings
• meeting a new person
• influencing another person
• interviewing another person.

Thus, your purpose drives the type of presentation you choose. You also need to tailor your presentation to these factors:

• Objective of presentation
• Size and characteristics of the audience
• Formality and context of the situation
• Regularity of the meeting (one-time, occasional, frequent)
• Time of day and other particulars of the occasion

Since people tend to buy people rather than an idea, it makes sense to ensure that our personal presentation style is effective.

Presentations – why do we need to make them?

There are three basic aims for a presentation:

1. to provide information (explain, update, instruct).
2. to persuade and influence.
3. to gain commitment.

Being clear on what your presentation is to achieve is half the battle.
But it is also important to remember why a presentation is often the preferred method of achieving these aims.

• Presentations communicate more effectively. Many, and probably most, people learn better through listening and looking rather than reading.
• Presentations simplify complex topics. Which would you prefer, to look at the balance sheet or have it explained to you?
• Presentations arouse interest. How often have you watched a television program that you thought might be dull and found it fascinating because of the way it was presented?
• Presentations save time. If there’s a message to give, and many people who need to hear and act on it quickly, then a presentation is most likely to get a result.
• Presentations save money. Because people are there, hearing you and interacting with you, there is less chance of an expensive misunderstanding with the written word.
• Presentations can sell you. Isn’t that what you really want?
• Presentations have personality. However unpopular the idea, a skilled presenter is more likely to get what they need.

Presentations – why do they often fail?

It’s a shame that they do. Often the reasons are very simple and may be due to several key pitfalls.

• Purpose and objectives not clearly defined. If you don’t know why you’re going there, then how can you hope to take your audience with you?
• Presenter misreads the audience. You thought they’d love your idea, but they hated it. Maybe a little more research would have been useful?
• Inadequate preparation, research, objectives. How many times have you experienced a presentation in which you knew your objectives but didn’t know which combination of arguments, data, and examples would achieve that objective? No excuses.
• “Death by PowerPoint”. Too many slides, visuals with confusing flow charts of boxes, arrows, feedback loops, and text, or simply reading the text in the visuals. You know what I’m talking about!
• Poor technique. It’s not just what you say; it’s the way that you say it. And that’s something you can learn.
• Poor timing. Treat your audience courteously – start and finish on time.

 
Presentations – What to do?

Making persuasive presentations isn’t just a matter of passion and PowerPoint; it requires concrete skills that keep your audience engaged and involved. So where do we start?

• Like most endeavours, an effective presentation begins with focused thinking. Define your objective of your presentation, know your audience and understand your presentation’s context. It will drive everything you’ll do next.
• Then decide what to say.  What is the key message? How does it support the objectives? Are the arguments understandable to your audience? Will your content convince the audience to agree with you? What contrary arguments will you need to neutralize?
• Prepare. Tailor and organize your presentation to accommodate the context – the physical environment, time of day, and any significant situation that may affect your listeners.
• Plan for visual. A visual should help maintain attention, remember facts, help people understand, but remember that not all visuals enhance a presentation. When the audience is looking at a visual, it is not looking at you, so keep visuals to a minimum and don’t use them as an outline; instead, know your speech thoroughly. Remember that you are your most important visual aid.
• Rehearse. Rehearse to find and repair the problems beforehand. Do it with the equipment and visuals you will actually use a t the event. Rehearse the entire presentation and out loud. Rehearse until the presentation doesn’t sound memorized.
• Put yourself in the right state of mind.
• Finally, deliver an effective presentation that produces action.

If you work on continuous improvement, your presentations will become more and more effective – and your success rate will rise. Good luck with your next presentation!