The Hindu Business Line : Presentations that pack a punch

It's not usually nerves that ruin a presentation, but sloppy preparation. A poor grasp of the subject, gaps in the content, no proper logic or flow to the presentation, technical glitches — these are usually the things that cause maximum havoc.

"An `A+' is what I expected for his Power Point work! They've given him a separate cabin and a foreign holiday!" - Ravikanth

It's time for that all-important presentation; the make or break one that is going to either clinch the deal with a new client or convince your senior management team that your project needs a fresh infusion of funds. It's okay to feel nervous. Even veterans at presentations often get an attack of nerves. When I heard Robin Sharma, the leading life coach and author speak last year, he asked us "What has been statistically rated our number one fear? Death. What is number two? Public speaking. Know what number three is? Dying while public speaking!"

But it's not usually nerves that ruin a presentation, but sloppy preparation. A poor grasp of the subject, gaps in the content, no proper logic or flow to the presentation, technical glitches — these are usually the things that cause maximum havoc. The basic rule then is, Prepare, Prepare, Prepare.

While we in India have a rich heritage of public speaking — our patti mandrams and mushairas are contemporary proof of this — the thought of a corporate presentation makes most of us break out in a cold sweat. If it were possible to have a formula for a good presentation, it would go something like this...

Master your Subject

Unless you are thoroughly comfortable with what you have to say, don't even go out there. Study your presentation, rehearse till you are perfect and do it a few times in front of the mirror. You are your own best judge! If you are speaking from a prepared script, memorise it thoroughly. If you are speaking extempore, then use the slides as cues or keep notes. Study the background, think of the possible questions that you may have to field and prepare for them. Run a mock session with a friend or colleague. Rehearse the timing and body language. Confidence in your presentation does much to reduce your nervousness while speaking.

Create Content with Punch

When you put together your presentation, clearly define what it is you are trying to achieve and to whom you will be speaking. Begin and end on a strong note. Tell your clients, `Here's how we can achieve a 60 per cent saving on your technology costs.' You'll have them hooked from the word go. But remember, whether you are using slides or a PowerPoint presentation, make sure the text, images and audio are slick and error-free. Nothing destroys a good impression more effectively than a poor quality presentation, misspelt text and poor synchronisation between speaker and presentation.

Projecting your Best Image

You already have complete grasp over your subject. You have a good presentation. You are nervous, but not terribly so. Now concentrate on your image. Dress elegantly but with no distracting colours or jewellery. I have seen Indian men with large rings that take our attention away from the presentation! Women, do remember `less is more', so no dangling earrings.

Check your appearance to be sure you are presentable - — fresh clothes, well brushed hair, no sweat patches, enough deodorant and mouthwash, clean footwear and no spinach stuck to your teeth. Look your best, wipe off oiliness if any before you start and also make sure you won't need to take bathroom breaks. You are going to have a lot of people watching you.

Clear and Strong

While you may have a strong presentation, deliver it with enthusiasm. A British colleague moved to the US last week and e-mailed me, "I can't believe how happy and enthusiastic Americans are about everything, it doesn't seem normal."

But that verve is the American formula for success, nothing is "nice, good" everything is "terrific, great, awesome"! Not everybody is a strong public speaker, but most people can be efficient speakers if they know what they are talking about, enunciate clearly and project the voice.

Making Contact

Smile. It is good for you and for the audience. Before you start talking make eye contact with your audience and take a deep breath. This does two things — gives you 5-10 seconds to gain your composure and helps you connect with your audience.

Use a friendly greeting keeping it as formal as required. It is better to say "Good evening ladies and gentlemen" or just "Good morning" rather than "Hi all".

And remember to rest your gaze. While speaking, do dwell on each person in the audience. Look into each person's eyes and let your glance rest there for a few words before you go to the next. Don't just sweep the room. Avoid the temptation to look and speak only to the person who is nodding and seems really interested.

Do Sweat the Small Stuff

The most elaborate preparations can go awry because you forget to take care of the small stuff. Remember to keep back-ups of your presentation and to test run it with the equipment you will be using.

If somebody else is running the slides while you speak, you must have rehearsed the timing and cues perfectly.

If you are video-conferencing, make sure you are familiar with the procedure. Test audio if you are using any. If you are using a power source, check if there is a back-up in case of power failure. Keep water handy and also any paper, whiteboard, markers or stationery you may require.

(The writer is Founder-Director of Global Adjustments, a Chennai-headquartered cross-cultural training and services company)

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