7 Steps to Prepare a Presentation When Crunched for Time

7 Steps to Prepare a Presentation When Crunched for Time

"I was just given an assignment to present at a community meeting, but I have very little time to prepare. What should I do?"


This question was asked by one of my students, and it brings up a communication dilemma – how do you put together a presentation when you don’t have a lot of time to prepare?  This task can baffle the best of us. But there’s no need to panic. Here are some suggestions to put together a presentation quickly:   

1. Think about your audience. 


Who are they? How much do they already know about your topic? What more do they want to know? If you address the needs and concerns of the people in your audience, they are more likely to listen to you.  

2. Define your objective and the key points quickly. 


You don’t have time to waste. People often spend too much of what little time they have agonizing over these items. Make a decision and get started.  You can now focus on what you want to convey to the audience. (Additional information on structuring your presentation can be found in my new book, The Communication Clinic: 99 Proven Cures for the Most Common Business Mistakes.

3. Consider whether you have any stories to support your key points. 


Stories bring your presentation to life. Keep them succinct and to the point. Your audience will remember the story, and as a result, they’ll also remember the message in your presentation.

4. Practice out loud.


Have at least one practice. You want to hear how the presentation sounds.  

5. Pay attention to your delivery. 


You want to appear confident and credible – even if you are uncomfortable. Use good posture, and look at people in the audience. Don’t sway. Avoid nervous fiddling, such as playing with a pen or rubber band. Dress slightly better than your audience, and speak loudly enough to be heard. 

6. Don’t discount yourself. 


Avoid comments that belittle you or your talk. These include such statements as, “I hope I don’t bore you; I didn’t have a lot of time to put this together…” or “I know you didn’t come here just to hear me.”  

7. Anticipate the questions.


Once the presentation is together, spend just a couple of minutes thinking about the questions that you may be asked. Decide how you will respond to them. If you do, you are less likely to be caught off guard.

There is a lot more you can – and should – do to prepare for a presentation, but these quick tips will help you prepare an effective presentation when time is short. 

Barbara Pachter
Personal Development
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Barbara Pachter is an internationally-renowned business etiquette and communications speaker, coach and author of 10 books, including The Essentials of Business Etiquette: How ... Click for full bio

Most Read IRIS Articles of the Week (February 20-24)

Most Read IRIS Articles of the Week (February 20-24)

Here’s a look at the Top 11 Most Viewed Articles of the Week on IRIS.xyz, February 20-24, 2017 


Click the headline to read the full article.


Enjoy!



1. Cyborgs Are the Future for Advisors


Becoming cyborgs is the way to go for financial advisers…blending robotics and humans into one organism. You see, I am convinced that robo-advice models will succeed and prosper. — Tony Vidler

2. Building a Better Index With Strategic Beta


With the global economy warming up, but political uncertainty remaining a constant, it’s more important than ever for investors to position their global portfolios to navigate long-term market volatility. That’s where the power of diversification comes in ... — Yazann Romahi

3. Reinvigorate Your Financial Life With Laser Focus on Market Risk and Shortfall Risk


The financial world is noisy and it’s easy to become distracted from your most important long-term goals. One way to cut through the noise is to focus on just the two factors that ultimately determine your approach to everything else in your financial life; namely, Market Risk and Shortfall Risk. — James E. Wilson

4. When it Comes to Your Money, Does the Truth Hurt?


It’s important to admit the truth behind our actions in order to rectify past and future mistakes or regrets. Living in denial only perpetuates making decisions that could potentially lead to financial disaster. — Michael Kay

5. A Skill for Advisors to Master to Keep Clients for Life


There's one key approach that makes you invaluable to your clients so they want to stay with you for the long-term. You have to genuinely be interested in people. — Paul Kingsman

6. Relationships & Money: 6 Stories to Share With Your New Partner


When you start dating, you usually start off sharing stories. Tales of your childhood, your previous relationships and your college days. Those stories help explain to your partner who you are and how you act. — Mary Beth Storjohann

7. Great Leaders Don't Talk About Revenue


It runs counter-intuitive to what we have been led to believe business is all about: make more money and everybody wins, surely? Talk about revenue so that everyone knows what’s important. What’s the problem? — Barry Chandler

8. Trump's Tax Proposals Could Cost You (and What to do About It)


In the wake of President Donald Trump’s stunning upset victory, however, muni investors were forced to readjust their expectations of fiscal policy going forward. Because Trump had campaigned on deep cuts to corporate and personal income taxes, equities soared while munis sold off, ending a near-record 54 weeks of net inflows. — Frank Holmes

9. Sometimes Doing What’s Best for Customers Isn’t Always Going to Make Them Happy


What does it mean to be a customer-centric company? That seems to be the question of the week. It started off with one of our subscribers emailing in the question, followed by two reporters wanting my take on this now-popular phrase for their interviews. — Paul Laughlin

10. Why We Solve the Wrong Problems


Everywhere I look I see organizations and people investing heavily in new initiatives, transformation, and change programs. And in almost every case the goals will never be met. One of the most crucial causes of the failure? The right questions were never asked at the outset. — Paul Taylor

11. Private Equity Head Tapped to “Fix” US Intelligence Apparatus. Why?


Why should we think the head of a private equity company could effectively “fix” US Intelligence? It is not apparent that this individual is even remotely qualified to fix the US intelligence apparatus. — Kathleen McBride​​​​​​​

Douglas Heikkinen
Perspective
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IRIS Founder and Producer of Perspective—a personal look at the industry, and notables who share what they’ve learned, regretted, won, lost and what continues to ... Click for full bio