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Successful Presentations: A Preparation Checklist

by Ed Barks

Congratulations! You've just been invited to give a presentation before that important new client or trade association.

But securing that invitation is just the start. Now you need to spend some real energy on the preparation phase of your talk.

The Basics of Preparation

Preparation is vital. Before you even begin to craft your remarks, you need to discern some basic facts:

Name of the organization to which you will speak
Your contact person
Address
Phone
Fax
E-mail address
Web site
Date of presentation
City
Specific location

Once you get the organization's web site address, use it. In most cases, the background information you obtain will be priceless. You will get a real sense of what issues are hot and who the key players are.

Now let's move on to your message. Clearly, this organization wants to hear your point of view or they wouldn't have invited you to speak. But what specifics can you offer that would be most valuable to your audience? Learn by asking them about:

General presentation topic
Length of remarks
Will there be questions afterwards?
Will you be the main speaker or a panelist?
If you are a panelist, who are the other panel members? Can you get their bios?

People Make the World Go Around

Then there is the most important ingredient of all - your audience. They are, after all, the reason you have been invited to speak. You need to learn all you can about them so you can speak to their hearts and minds. Find out about such areas as:

Primary audience (Business? Government? Non-profit?)
Level of audience sophistication with regard to your topic
Anticipated attendance
The agenda for the entire meeting
A list of all attendees

You should feel free to add and modify items as befits your individual situation. Next, consider these additional questions:

Will your remarks be open to the public and the media?
Does the host organization plan to seek any publicity promoting your remarks?
Is it permissible to distribute the text of your remarks to the audience?
Can the organization make copies of your handouts or do you need to do so in advance?
What is the dress code?

Let's wrap things up with one more pre-presentation to-do list that will set you on a winning course. Make sure that you:

Provide the organization with your biographical sketch and a photo. They will need these for publicity purposes and to introduce you to your audience.
Advise the meeting organizer of any audio or video needs.
Bring any props you plan to use.
Supply evaluation forms.

A New Day Dawns

Finally, the day of your presentation arrives. Everything is set, right? WRONG! One of the most important duties - and one that many speakers shirk - is to arrive at your venue at least one hour before "showtime".

Make sure the facility has already set up all the logistical and technical requirements you need. You don't want to walk in the room at the appointed hour only to find out there is no screen available for your slides. Or that the flip chart with blank paper you requested is nowhere in sight (or that the flip chart is there, but there are no markers; don't laugh, it happens). Or that the facility has not set out the correct number of chairs, or not arranged them in a configuration that suits your needs.

Getting a handle on these preparation tips will put you on the road to successful presentations - presentations that will serve to deliver your messages to the audiences that are most crucial to your success. Here's to your speaking success!

© 2009 Edward J. Barks

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Ed Barks works with corporate and association executives who deal with reporters and members of Congress, and with public affairs experts who want a seat at the decision-making table. He is also the author of The Truth About Public Speaking: The Three Keys to Great Presentations and President of Barks Communications. Learn more at www.barkscomm.com. Contact Ed at (540) 955-0600 or via e-mail.

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