As with so many other areas in life, sometimes presentation plans and intentions go awry. Things beyond your control kind of get in the way and hijack your best intentions.
It might be a colleague who falls sick just before the big pitch, relying on you to jump to the rescue and deliver the presentation. Or maybe your kindly boss lets you know at the last minute that he or she would like you to present your thoughts on a particular topic at the next board meeting . . . which is in two days. Heck, it might be as the result of reading this book a few days ahead of an important presentation and realizing what you’d developed simply isn’t up to scratch. (If this is the case, apologies. But it’s for your own good!)
Whatever the reason for running around the office with an anxious look upon your face muttering “audience heat map” or “visual subtext” to yourself, panic not. Here are some strategies for dealing with the little presentation curve balls life occasionally throws at you.
Note: Each strategy assumes that you will be presenting using visuals, courtesy of something like PowerPoint or Prezi. As always, your audience should still determine the method by which you share these visuals (laptop, tablet, hard copy).
With Just 4 Hours to Go . . .
Let’s face it; there’s not a huge amount you can do to fix a broken presentation in 4 hours. In fact, the very worst thing you can do with such a limited time ahead of you is to attempt to change too much. You must accept the fact: you’ve got little choice but to make the most out of what you’ve already got.
And Then . . .
Practice the presentation as much as you can in front of a mirror. Time is short, but this will help you at least ensure you are fully acquainted with each element of the presentation.
With 24 Hours to Go . . .
Although it may not feel like it when you’re in the eye of the storm, the good news is that 24 hours leaves you with plenty of time to polish and buff your presentation into something more engaging. Granted, it may not have the firepower of a fully optimized presentation, but it can still deliver on many fronts. It’s just a matter of getting your priorities straight.
And Then . . .
Grab a colleague, friend, or spouse and deliver the presentation to that person. After feedback on your style, ask the most important question: What was the takeaway message from the presentation?
- If it matches with your original key message, well done.
- If not, review content and visuals again (the extra effort will be worth it).
With One Week to Go . . .
It may not feel like it when you’ve been given a paltry five working days to prepare for an important presentation, but the reality is that this is plenty of time to make a difference. The nature of Eyeful’s business is that we are often called in at the very last minute to make a difference to a presentation. Often, we are able to do it by simply following a structured and sensible approach.
It’s all a matter of using the time wisely and to maximum impact. Allocating a few hours early on to profile the audience and package your message in as engaging a way as possible is priceless. This way, you’ll spend less time worrying about distractions such as templates, fonts, and animations.
And Then . . . (Day 4)
- Allocate at least half a day to rehearsing the presentation in front of an audience (ideally colleagues but friends, partners, and pets are also allowed!).
- If possible, video record yourself presenting and then review. At this stage, worry less about the way you are standing or your voice’s projection; focus more on the message you are delivering. Make it clear and with a call to action.
Underpinning all of these coping strategies is the simple fact that presentations—and more important, your audiences—deserve a decent investment of time. Last-minute panics over a presentation should be a rare headache rather than a modus operandi. The most engaging and powerful presentations are intelligent, considered, and planned pieces of communication.
The best bit of advice I can offer is this: Do whatever is necessary to manage your time accordingly and deliver the presentation your audience and your message deserves.