Preparing for a presentation? Here are 4 simple steps to help guide you.

I’m sure you’ve heard that old saying ‘if you fail to plan, you are planning to fail’. It’s annoying, I agree. Planning for a speaking engagement takes time, and often time can seem like a luxury we are rarely afforded.

The thing is though, planning out your presentation and moving through a deliberate preparation process will help you to deliver with more confidence, conviction and influence. It will help you be more succinct and targeted in your messaging, not only making it a far more enjoyable experience for both you and your audience, but also leading to greater outcomes.

Sounds good doesn’t it? Read on for my simple four step preparation plan.

This is an accordion plan, designed to be flexed to suit you and the unique characteristics of your presentation. This may mean you move through some stages of the plan quickly and others in more detail. If yours is a high-stakes speaking engagement (say, a keynote or media appearance) I recommend you give more weight to this process and map your time accordingly. Regardless, I urge you to consider each of the below steps, even if this means simply using them as a series of quick prompts to provide direction. By moving through a go-to structure you can be sure you are asking the right questions early and setting yourself up for success.

Step 1: Gather information

Start by collecting all the necessary details that will adequately prepare you for the event including logistics such as when, where, what and how long you have to speak. Then dig a little deeper and consider other factors that will help you respond to the brief, such as:

•    What is the context of the event and who will be there?

•    What is expected of you?

How does your speaker-slot fit into the schedule of the event?

Once you have gathered all the information you need to turn up at the right place at the right time, you can turn your focus to saying the right thing.

Step 2: Respond to the brief

You may already have a rough idea of what you are going to present, given the context and audience – however you want to be sure you are able to speak authentically, contributing credibly but as yourself. So, consider why you specifically have been asked to speak on this topic at this time and what value your unique position can offer. At this stage, you also want to decide how you can best bring your message to life so you can guide your audience towards an action, rather than just relay information that could be communicated in a document. How might stories or visual aids support your verbal messaging?

Step 3: Analyse your audience

Now that you know what you want to say, turn your attention to those you will be communicating with. A presentation is not a one-way street, so you need to consider how best to reach your audience for them to engage with and respond to your message. Ask yourself:

•    Who will be in the room? Do you know them?

•    How familiar will they be with the topic?

•    How might they respond to your message?

•    How might they disagree with you, and what challenging questions might they ask?

By placing yourself in your audience’s shoes ahead of time, you can anticipate their position or attitude and prepare accordingly. This will help guide both your content development and your delivery.

Step 4: Finesse your delivery

Your final step is the one most people skip, and to their detriment. This is the uncomfortable part that asks us to switch out of our ‘planning’ brain and into the doing we often leave until we are up in front of the crowd. First, consider how you will use your body language and voice to support your verbal message. Second, think about what pieces of content you need to highlight and how you will manage your time (including which parts of your presentation you will axe when you run out of it!).

Finally, do not underestimate the importance of speaking your presentation aloud prior to the event. A written speech and a spoken speech are not the same and you won’t know how it feels to present until you have road tested it. Rehearsing will also make you more comfortable with the in-the-moment edits that you will very likely need. No great speaker who makes it onto our TEDxMelbourne stage hasn’t spoken through their entire presentation at least 20 times. So surely once can’t hurt? If you have the luxury of doing so, practice it a number of times and have a trusted peer observe you and provide feedback.

Working through this four-step plan allows you to show up and focus on connecting with the people you are communicating with and not just going into autopilot. Having already done the work, arriving mentally available to be in the moment and adapting your delivery to the needs of your audience will give you the best chance of an impactful presentation.

So, set yourself up to succeed. Pick up the plan and have a go kneading it to fit you. You’ll be playing with mastery in no time.