Presenting like a pro

Whether it's a 20-minute keynote address to hundreds or a two-minute update for colleagues, for many people, public speaking makes bungee jumping seem like a stroll in the park. There is some good news, however. And it comes in the form of one simple word: preparation. If you are prepared to the point that you just cannot be stumped during the after-speech questions, you will be confident. And with confidence, there will be success. It's virtually unavoidable.

So, how do you develop a presentation that will leave them glad they fought traffic to attend?

First, understand that the presentation is not about the slides—they are simply supporting what you say. The presentation is about you, how well prepared you are, how clearly you articulate your ideas and how you keep the audience interested in your topic.

Here are a few more tips to help ensure you make a great impression.

• Know your audience. Study who they are and how they feel about your issue. Learn about their expectations. Then, use that information to your advantage.
• Move your audience to action. Figure out, in advance, you core message and what you want your audience to do or to believe when you are done. Then, every sentence should move them in that direction.
• Have a strong start and a stronger finish. If you fail at either end, your middle may not matter. A strong finish includes finishing early.
• Keep it simple. Deliver an easy-to-understand, presentation that makes a limited number of key points. If you leave people confused or overwhelmed, they will be moved, but it will likely be in the wrong direction.
• Tell a story. The best speakers present information in a way that is interesting. That means making it flow from one idea to the next from the beginning, through the middle and to the end. Can you add suspense? Anticipation? Stories—not data—are interesting.
• Practice, practice, practice. In front of the mirror, in front of a camera, in front of your mother-in-law, as long as you do it. Know where you might trip up and adjust your speaking notes before you have to present them. Practicing also ensures you honour the allotted time.

When well prepared, even first-timers can leave a positive—and lasting—impression. Just remember, if you fail to prepare, you prepare to fail.

2. On slide development…

As any experienced speaker will tell you, being thoroughly prepared gives you the kind of confidence that almost guarantees success. It's practically unavoidable.

There is another fundamental element of preparation, however, that if done well, can take your presentation to a whole new level. It's the actual development of the slides or, what has become known as "the deck."

It must be stated that not every presentation needs supporting slides. Sometimes a compelling story is enough—the audience directs all its attention to you. However, when your story needs visual support, here's what you can do to ensure success:

General

• Keep it simple. Whether you are deciding on colours, images, slide transitions or how much text to use, remember to keep it simple. And animation, while fun to develop, can quickly get tiring for your audience.
• Keep it brief. When developing bullet points, use short, simple sentences. Think of them as headlines or titles that introduce an idea. You, the speaker, will fill in the details.
• Limit the number of slides. Remember, you are the star of the show, not your slides.

Text

• Limit text when presenting tables and charts. Too many words adds clutter to the slide and will leave the audience trying to figure it all out rather than listening to you.
• Use large (at least 24 point) fonts. Use sans-serif fonts such as Arial and Helvetica. At a distance, serif fonts such as Times New Roman or Palatino can blur around the edges. Even worse are script, brush or handwriting-styled fonts. Using italics can present a similar problem.
• Use graphs and tables to summarize ideas. Be careful not to use too much detail or you can overwhelm your audience.
• Do the expected. For the clearest, most legible slides, use black text on a white background.

Images and colour

• Use images wherever appropriate. People absorb information better and more easily when it is presented as pictures rather than text. Try to avoid using low-budget, cartoon-type clipart, however, as that can easily undermine your message.
• Choose images wisely. Use GIF image files when you need a small file size and detail doesn't matter. Images with lots of colour are best presented as JPEG files. If superior quality is needed, use TIFF files but realize that they can be up to seven times larger than JPEGs.
• Use colour sparingly. Create a colour template of no more than three or four colours and stay within that family for all text and graphics. Use colours that enhance your message but make sure the colour of the slide contrasts with the colour of the text to make it easier for the audience—and you—to understand.

Like any other essential business skill, the more you work at it, the better you will get. And the better you get, the more compelling your presentations will become.

3. On delivery…

Before

• Arrive early. This gives you a chance to test the equipment and look over the audience.
• Dress the part. If you are dressed carelessly or inappropriately, your credibility will suffer. It will also draw attention to you—and away from your presentation.

During

• Speak from the heart, not from the slides or notes. The slides and notes are there as a guide, not a script. With enough practice, you should be able to speak more casually.
• Speak with authority. After all, you are the expert, right? Stand tall and keep your hands out of your pockets.
• Make eye contact. Scan the room and look at a number of different people. Don't stare at just one person or at your notes or slides. Keeping your head up also relaxes the vocal cords.
• Show some enthusiasm… If you aren't interested in the subject, your audience won't be interested either.
• …but don't overdo it. Nervousness can make you rush through your presentation. Try to speak naturally and pause between thoughts. This allows your audience to absorb the information.
• Be careful with humour. Used properly, it can be an effective way to bring home a point or loosen up your audience. Used inappropriately, however, it can have devastating effects. When in doubt, leave it out.
• Watch the clock. Stay within your allotted time. If you finish a couple of minutes early, that's a bonus the audience will appreciate.
• Plan your closing line. "And I think that's about it" sounds unprofessional and suggests a lack of planning. Try "And that concludes my presentation. Thank you for your attention." or a simple "Thank you."

After

• Save time for questions. This is a great way to make sure the audience leaves feeling content.
• Involve everyone. Make sure everyone hears the questions. If necessary repeat them to the audience before you answer them.
• Answer questions honestly. "I'm sorry but I don't know" is a perfectly legitimate answer. Trying to bluff your way through can be tough—and risky.
• Leave a trail. Some people have questions but may be shy to ask. Others think of the best questions—but only after you're gone. Leave a card or brochure that enables your audience to contact you.

Oh, and did we mention practice, practice, practice?

[This article was originally written by Adams Jette for the Office of the Superintendent of Bankruptcy newsletter Bulletin. Reprinted with permission.]